Before. Send the agenda, slides and any pre-reading at least three working days ahead as accessible documents: real text rather than images, real headings, alt text on meaningful images, descriptive link text, sufficient contrast, and tables that read in order. State what decisions will be made so people can prepare. Offer alternative formats and languages through the named contact. If a document cannot be made accessible in time, say so and provide the substance another way rather than sending it anyway.
During. Open by naming yourself and describing who is present; ask speakers to say their names before speaking, which helps blind participants, interpreters, captioners and the transcript. Describe visuals aloud. Keep a shared notes document visible so that decisions are captured in words everyone can see and correct. Offer more than one way to contribute: speaking, writing in chat or on cards, sending input after the meeting, and an anonymous option for sensitive topics. Slow down at decision points and restate the decision before moving on. Build breaks in, and keep them.
After. Send notes as an accessible document within a couple of working days, with decisions, owners and dates in plain language at the top. If the session was recorded, post it with accurate captions and a transcript, not with automatic captions left uncorrected. Read late written input into the record and tell the sender what happened to it. For learning sessions, provide the content in a form that can be revisited: the slides, the transcript, the job aid.
