Guide to Planning an Accessible Office Meeting

Download Guide to an Accessible Office

Download Accessible Office Space Checklist

(Last updated March 10, 2023)


Use this guide to create an accessible office space for meeting with students and colleagues with disabilities:


  • Include an accessibility tagline statement on departmental website and scheduling application (i.e., Starfish) to let individuals know how to request a reasonable accommodation.
  • Put information about nearest available parking lots with ADA parking stalls or bus stop, and any known accessibility barriers on department website (i.e., the building is under construction, the only accessible entrance is at the southeast corner, an accessible bathroom is only on the first floor, etc.).


  • Ensure your building has an accessible entrance
  • If there is no accessible entrance, inform participants and prepare to meet in an alternate, accessible location
  • If not all entrances are accessible, inform visitors of accessible entrance locations
  • Check that power door openers are operating
  • Review that there is a 36” wide path of travel from the accessible entrance through the building to the office space (can reduce to 32” for entry way)
    • Path of travel must be free of debris, draped cords
    • Elevator or wheelchair lift can make up the accessible route
  • All doorway thresholds should not exceed 1/2” in height
  • Know the location of the accessible bathrooms
    • If there is no accessible bathroom, locate which nearest building has one

Office Space

  • Check that the entryway into your office space is no less than 32” wide
  • Maintain a 36” wide clear path of approach to the meeting table or spot
  • Ensure 60” of clear floor space for wheelchair maneuvering and turning to exit the office
  • If the meeting table height is not adjustable
    • Check that the height to the top surface is between 28” – 34”
    • There should be 17” of clear space depth underneath the table for wheelchairs
  • Chairs should be easily moveable to create space
  • Have an array of chairs – with and without arms and oversize – to accommodate varying needs
    • Have extra chairs available for sign language interpreters or captioners
  • Ensure ample floor space for service animals or mobility devices
  • If office lighting is not dimmable, have a floor lamp available to reduce overall brightness
  • If temperature cannot be well controlled, have a fan to help cool the space

Print Materials

  • Maintain a large-print version of materials that will be used during the meeting
    • Font size at least 18 points
    • Line spacing at least 1.15
  • Use strong color contrast between text, images, and paper color
  • Have materials also available electronically with a short URL link to provide to individuals who need them for their assistive technology devices

Digital Materials

  • All images should have alternative text making them accessible to screen readers
  • Use strong color contrast between text and background color
  • All videos should have captions

Have questions or want to discuss or review a specific meeting space?