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Quick Reference Guide to Accessible All Candidates Meetings
Choosing a Location
When deciding on a location for an All Candidates meeting, a site that has been recommended by a credible local disability organization with expertise in barrier-free access is ideal. It is also recommended to plan an on-site visit to the location under consideration in order to determine its level of accessibility before you book your meeting. Inquire about recent renovations or current construction that may have an impact on accessibility. The following are some guidelines to consider when evaluating a location:
Transportation
- Select a meeting space that is located on a route that is served by public transportation.
Signage
- The location should have signs for the street address and/or building name that are clearly visible from the street and well lit during evening events.
Parking
- Determine whether there are a reasonable number of accessible parking spots available for participants.
- Ensure signage is provided to designate the barrier-free space(s) as reserved for permit holders.
- All sidewalks should have curb cuts at locations near parking and along the route to the accessible entrance.
- Snow and ice should be removed as soon as possible in winter months.
| Temporary solution for your meeting:
Concern: Parking is available, but there are a limited number of accessible spaces, and there is no van-accessible parking.
Solution:
- Designate additional accessible parking by finding a level parking area near the accessible entrance
- Provide a sign designating each additional parking space and make sure the access aisle of each space is connected to the accessible route to the accessible entrance
- Use three parking spaces to make two van-accessible parking with an access aisles
- Use traffic cones to mark the additional spaces and accessible route
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Sidewalks and Paths of Travel
- A barrier-free path of travel from the parking lot to the meeting entrance should avoid stairs, sudden changes in level, and slippery or unstable ground.
- Beware of signs, furniture, garbage cans, trees and other items that can pose a hazard to someone who is blind or has low vision.
- Level access is preferred. However, if ramps are required, they should be gradual in slope and have handrails on both sides.
Entrances, Lobbies and Corridors
- The entrance should be wide enough for a person using a wheelchair or scooter to pass through it safely. Access through the main entrance is preferred.
- Doors should be clearly visible and in a contrasting colour to the area around it. The doors should be easy to open, with lever handles or other handles that can be used without grasping or twisting of the wrist. A power door opener or automatic door is preferred.
- Provide signs indicating where the meeting is taking place within the building. Use signs that are large enough and clear enough to be read by people with low vision.
- Have someone positioned as a greeter to welcome participants to the meeting and to direct them to the meeting room.
- Hallways and doorways leading to the meeting room should be wide enough to permit the passage of people using wheelchairs and scooters.
- Hazards in the lobby and corridors should be avoided. Low hanging signs and other items like plants or garbage cans or objects in unexpected places are dangerous to people who are blind or visually impaired.
Accessible Washrooms
- Your meeting location must have washrooms that are large enough to accommodate scooter and power wheelchair users and are equipped with at least one accessible stall. A unisex washroom is preferred.
- The accessible washrooms must be located on the same floor and in close proximity to the room where your meeting is taking place.
- Doors to the washroom should have a raised (tactile) male or female sign or Braille lettering.
- Ensure fire alarms are located in the washrooms and include both audible and visual signaling.
Meeting Space
- Select a meeting room located on the main floor to avoid the need for elevator use, ramps or stairs.
- Ensure that the meeting room is large enough to provide circulation and seating for voters who use wheelchair, scooters, guide dogs or other mobility aids.
- Reserve a block of seating near the front of the room for individuals who prefer close proximity to the sign language interpreter and captioning screen.
- Ensure the location provided for the sign language interpreter is well lit and on the stage with the candidates and moderator.
- Check for audible noise levels that may be distracting, such as ventilation systems or noise from adjacent rooms.
- Check for sources of visual noise, such as flickering lights or reflections.
- Movable chairs, rather than fixed seating, provides more options for accessibility as participants can choose where they sit and adjust seating according to their needs.
- Where microphones are provided for questions, provide at least one hand held microphone and assign responsibility to a member of your team for the operation of the microphone.
- Check that cables, wires and floor microphones are well secured. Where floor microphones are used in aisles, ensure that the aisles are wide enough so that they do not block traffic.
Additional Considerations
- Check to see that fire alarms have both a visual and an audible signal and are strategically placed to be seen and heard from all areas of the building.
- If refreshments are to be provided, provide bendable straws and lightweight cups and an option for sugar free beverages.
- Note that it is prohibited to deny a person access to a place or a service because a guide dog accompanies them.
| Additional information about choosing an accessible meeting location can be found in the Quick Reference Guide for Accessible Campaign, Political, Constituency, Riding Association and Returning Offices. |