ISO 17069:2020

INTERNATIONAL ISO
STANDARD 17069
Second edition
2020-09
Accessible design — Consideration
and assistive products for accessible
meeting
Conception accessible — Considérations et produits d'assistance pour
réunion accessible
Reference number
ISO 17069:2020(E)
©
ISO 2020

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ISO 17069:2020(E)

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© ISO 2020
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ISO 17069:2020(E)

Contents Page
Foreword .iv
Introduction .v
1 Scope . 1
2 Normative references . 1
3 Terms and definitions . 1
4 Planning and management for full participation . 2
4.1 Principle . 2
4.1.1 Basic principle . 2
4.1.2 Before the meeting . 2
4.1.3 At the meeting . 3
4.1.4 After the meeting . 3
4.2 Specific considerations and supports . 3
4.2.1 General. 3
4.2.2 Seeing . 4
4.2.3 Hearing . 4
4.2.4 Touch — Considerations . 5
4.2.5 Taste and/or smell — Considerations. 5
4.2.6 Hand and arm use . 5
4.2.7 Mobility . 6
4.2.8 Voice and speech . 6
4.2.9 Cognition . . 6
4.2.10 Immunological system . 7
Annex A (informative) Guidelines in relation to the process of organizing an accessible meeting .8
Annex B (informative) Prior registration form for an accessible meeting .15
Bibliography .17
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ISO 17069:2020(E)

Foreword
ISO (the International Organization for Standardization) is a worldwide federation of national standards
bodies (ISO member bodies). The work of preparing International Standards is normally carried out
through ISO technical committees. Each member body interested in a subject for which a technical
committee has been established has the right to be represented on that committee. International
organizations, governmental and non-governmental, in liaison with ISO, also take part in the work.
ISO collaborates closely with the International Electrotechnical Commission (IEC) on all matters of
electrotechnical standardization.
The procedures used to develop this document and those intended for its further maintenance are
described in the ISO/IEC Directives, Part 1. In particular, the different approval criteria needed for the
different types of ISO documents should be noted. This document was drafted in accordance with the
editorial rules of the ISO/IEC Directives, Part 2 (see www .iso .org/ directives).
Attention is drawn to the possibility that some of the elements of this document may be the subject of
patent rights. ISO shall not be held responsible for identifying any or all such patent rights. Details of
any patent rights identified during the development of the document will be in the Introduction and/or
on the ISO list of patent declarations received (see www .iso .org/ patents).
Any trade name used in this document is information given for the convenience of users and does not
constitute an endorsement.
For an explanation of the voluntary nature of standards, the meaning of ISO specific terms and
expressions related to conformity assessment, as well as information about ISO's adherence to the
World Trade Organization (WTO) principles in the Technical Barriers to Trade (TBT), see www .iso .org/
iso/ foreword .html.
This document was prepared by Technical Committee ISO/TC 173, Assistive products, Subcommittee
SC 7, Assistive products for persons with impaired sensory functions.
This second edition cancels and replaces the first edition (ISO 17069:2014), of which it constitutes a
minor revision. The changes compared to the previous edition are as follows:
— correction of misspellings in 3.2, 4.2.8.1 and Annex B.3, list item 7);
— editorial corrections;
— update of the bibliography.
Any feedback or questions on this document should be directed to the user’s national standards body. A
complete listing of these bodies can be found at www .iso .org/ members .html.
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ISO 17069:2020(E)

Introduction
There are various types of meetings, ranging from small gatherings in families, schools, workplaces, and
towns, to bigger ones such as academic meetings, sessions in congresses, and international conferences.
Participation in meetings is indispensable for full participation and inclusion in society as envisioned in
the United Nations Convention on the Rights of Persons with Disabilities.
As social participation of older persons and persons with disabilities is promoted, more older persons
and persons with disabilities are taking the opportunity to attend meetings. To ensure that all persons
can participate in a meeting in a meaningful way, considerations need to be taken to overcome any
obstacle that can be a hindrance. Printed meeting notices and documents might not be appropriate
for a participant who has a seeing impairment or who is blind. Complicated texts might be a hindrance
for a person who has a cognitive impairment. Discussions might be difficult to follow for a participant
who has hearing impairment or who is deaf. Narrow passages, gaps, and stairs might be barriers for a
person who uses a wheelchair or assistive products for walking. Persons with speech disability might
have difficulties expressing themselves in a meeting without any support.
Meeting organizers have to understand and address hindrances so that all participants can fully take
part in the meeting. Careful planning, support staff, and use of appropriate assistive products can
overcome hindrances. Preparation of meeting materials in alternative formats such as large print,
braille, or digital formats can facilitate understanding for a person who has seeing impairment or
who is blind. Texts that are clear and concise can facilitate understanding for a person with cognitive
impairment. Amplification of speech by using microphones can be appropriate support for a person
with hearing impairment. Sign language interpreters can assist a person who is deaf to follow and
participate in a discussion. A built environment with elevators and ramps can make an area accessible
for a person with mobility limitation.
This document identifies areas to consider, as well as support and assistive products that can facilitate
the full participation of older persons and persons with disabilities in meetings.
In this document, considerations and assistive products that can contribute to making a meeting
accessible are presented in relation to human abilities. To facilitate for meeting organizers, Annex A
presents detailed guidelines and a checklist in relation to the process of organizing an accessible
meeting.
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INTERNATIONAL STANDARD ISO 17069:2020(E)
Accessible design — Consideration and assistive products
for accessible meeting
1 Scope
This document specifies considerations to be taken, as well as support and assistive products that can
be used when organizing a physical meeting in which older persons and persons with disabilities can
actively participate.
Teleconferences and web conferences are important methods that can be used to include older persons
and persons with disabilities in meetings.
2 Normative references
There are no normative references in this document.
3 Terms and definitions
For the purposes of this document, the following terms and definitions apply.
ISO and IEC maintain terminological databases for use in standardization at the following addresses:
— ISO Online browsing platform: available at https:// www .iso .org/ obp
— IEC Electropedia: available at http:// www .electropedia .org/
3.1
accessible meeting
meeting that is organized so that older persons and persons with disabilities can participate actively
and where required, assistive products (3.2) and support staff are used to facilitate participation
3.2
assistive product
product (including devices, equipment, instruments, and software), especially produced or generally
available, used by or for persons with disability for the following functions:
— for participation;
— to protect, support, train, measure or substitute for body functions/structures and activities;
— to prevent impairments, activity limitations, or participation restrictions.
[SOURCE: ISO 9999:2016, 2.3, modified — Note to entry deleted.]
3.3
support staff
person who performs tasks to facilitate the execution of an accessible meeting (3.1) which can include,
but are not limited to, interpreting, note taking, guiding, and assisting participation of older persons
and persons with disabilities
Note 1 to entry: Support staff includes guide assistant (3.4) and communication assistant (3.5).
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3.4
guide assistant
person who leads and assists a person in a location in an appropriate manner for that person’s
impairment
3.5
communication assistant
person who assists with communication
EXAMPLE 1 A person who conveys proceedings of meetings and discussions using sign languages, live
captioning, by paraphrasing or by Assistive Augmented Communication (AAC).
EXAMPLE 2 A person who expresses opinions on behalf of a participant.
EXAMPLE 3 A person who assists participant to follow documentation, e.g. turns pages of documents, points
out information in documents.
3.6
attendant
person who accompanies an older person or a person with disability and enables them to participate in
the meeting
3.7
information services
interactive communication support using support staff and assistive products so that older persons
and persons with disabilities can actively participate
4 Planning and management for full participation
4.1 Principle
4.1.1 Basic principle
Meeting organizers should be aware of factors that can hinder the participation of older persons and
persons with disabilities in meetings.
When planning a meeting, the organizer should identify and consider measures they should take to
facilitate full participation of the persons who intend to participate in the meeting. When appropriate,
arrangements should be made for web conferencing such as captioning services, and auditory or textual
expression for non-textual presentations. For public or open meetings where prior registration is not
feasible, the organizer should carry out measures to ensure reasonable accommodation.
4.1.2 Before the meeting
All participants should receive necessary information (e.g. notice, invitation, agenda, meeting
documents) in an appropriate format and be requested to express any requirements they might have in
relation to active participation. For this purpose, prior registration can be helpful. (See Annex B).
1)
NOTE Information on formatting is available in W3C/WAI document at
http:// www .w3 .org/ WAI/ training/ accessible .php
The meeting venue and program should be checked to ensure that they accommodate the requirements
of the participants.
The meeting organizers should inform staff concerning requirements of participants.
1) W3C Web Accessibility Initiative (WAI) is a registered trademark. This information is given for the convenience
of users of this document and does not constitute an endorsement by ISO.
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The meeting organizers and support staff should plan how they will provide the support required
and emergency procedures in relation to participants’ requirements. Communication methods for
emergency situations and evacuation procedures should be established and clarified.
The meeting organizers should brief speakers, workshop leaders, moderators, etc. concerning
considerations to be taken when presenting and leading the meeting in relation to the participants’
requirements.
The meeting organizers should inform all meeting participants of any allergens or sensitizing substances
that they should not wear, use, or bring to the meeting in relation to the participants’ requirements.
The meeting organizers should provide information concerning accessibility of the web conferencing
software adopted.
4.1.3 At the meeting
Information presented at the meeting should accommodate the requirements of the participants.
Information on meeting schedule (e.g. time for pauses, lunch breaks, end of meeting) and venue
(e.g. location of restrooms) should be given when opening the meeting.
All participants should be informed of considerations they should take to ensure that all present can
participate actively. Such considerations include, but are not limited to, information on special seating
arrangements, use of microphone, speaking slowly to allow for interpretation, introducing themselves
before speaking, and any allergy, intolerance, or hypersensitivity considerations.
When appropriate, a procedure/system should be established for participants to signal (e.g. with cards)
need of a short pause in discussions when more time is needed before discussions are continued (e.g. to
consult with interpreter, assistant, or attendant).
Organizers should ensure that all participants can take part in discussions during breaks, lunch, and
breakout meetings.
4.1.4 After the meeting
Meeting materials and minutes (including any handouts and presentations) should be produced and
sent to participants in appropriate formats.
Participants should be given the opportunity to give feedback concerning accessibility of the meeting.
Meeting organizers should review feedback and make adjustments in planning procedures or checklists
for subsequent meetings.
4.2 Specific considerations and supports
4.2.1 General
This Clause includes considerations and supports in relation to specific human functions. Further
information on accessibility, design considerations, and human functions, abilities, or disabilities can
be found in ISO/IEC Guide 71.
Examples of related support include assistive products and personnel that are provided by the meeting
organizer and those brought to the meeting by a person with disability. For those that are brought to
the meeting by the participant, the organizer should ensure that the assistive product or personnel can
be accommodated at the meeting.
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4.2.2 Seeing
4.2.2.1 Considerations
Considerations should be taken regarding written information, mobility, and orientation in relation
to blindness and seeing impairment as well as appropriate colour scheme in relation to colour
identification disability.
If appropriate, information on the meeting venue should be made available prior to the meeting or
explained orally on site.
4.2.2.2 Examples of related support
The following are examples of related support for blindness and seeing impairments:
— appropriate colour scheme in documents and signage (colour identification disability);
— audio or enlarged letters version of documents (seeing impairment);
— braille, audio, or digital version of documents (blind);
— devices such as braille displays, braille typewriters, slates, computers with reading application
(blind);
— devices such as image-enlarging video systems, large screen monitors (seeing impairment);
— tactile walking surface indicator, tactile guide maps, etc. (seeing impairment, blind);
— support staff such as guide assistants;
— work space to accommodate attendants;
— relevant information (e. g. introduction of participants in relation to where they are seated at start
of meeting, if appropriate);
— list of keyboard shortcuts for the web conferencing software.
4.2.3 Hearing
4.2.3.1 Considerations
Considerations such as good sound environment throughout the premises and good lighting to facilitate
lip reading should be taken into consideration in relation to spoken communication, presentations,
discussions, and audio alarm notifications.
4.2.3.2 Examples of related support
The following are examples of related support for hearing impairments:
— projectors, white boards;
— amplifiers, loudspeakers (hearing impairment);
— good lighting, especially on the person speaking to facilitate lip reading (hearing impairment, deaf);
— microphones (hearing impairment);
— assistive systems for hearing (hearing impairment, deaf, deafblind), e.g. induction loop system,
infrared systems for audio information, and radio frequency transmission system;
— sign language interpretation (deaf, hearing impairment);
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ISO 17069:2020(E)

— speech to text/CART (deaf, hearing impairment). CART (Communication Access Realtime
Translation) is realtime display of verbatim report on a computer or large screen, using a special
keyboard/stenotype via special software;
— captioning/subtitling (deaf, hearing impairment): captioning is to provide a piece of text appearing
on screen as part of a film or broadcast; while subtitling is to provide captions displayed at the
bottom of a cinema or television screen that translate or transcribe the dialogue or narrative;
— live captioning provided by the web conferencing software;
— note-taking (deaf, hearing impairment): note-taking is to produce a summary report by hand-
written paper (manual note-taking) or on screen of laptop computer (computerized note-taking);
— interpreting system as per preference or requirement of participant (deafblind);
— information services and communication assistants;
— work space to accommodate attendants;
— relevant information.
4.2.4 Touch — Considerations
Meeting venues should be inspected in relation to anything that might require intact sensory ability such
as sharp edges and hot or cold surfaces. If there are any questions concerning safety, the participants
with sensory impairment should be contacted prior to the meeting.
4.2.5 Taste and/or smell — Considerations
Consideration should be taken in relation to anything that requires intact taste and/or smell abilities. If
there are any questions concerning safety, participants with taste and/or smell impairment should be
contacted prior to the meeting.
4.2.6 Hand and arm use
4.2.6.1 Considerations
Meeting venues and routes to local parking and transportation facilities should be inspected in relation
to anything that can hinder hand and arm use, such as doors that are manually opened, placement of
objects and materials that are to be handled, etc.
4.2.6.2 Examples of related support
The following are examples of related support for hand and arm use impairments:
— alternate routes with appropriate signage;
— arrangement of meeting room and placement of documents, materials, refreshments, etc.;
— support staff, guide assistant;
— work space to accommodate attendants;
— relevant information.
NOTE Hand and arm use corresponds to upper body structure functions and fine hand use abilities in
ISO/IEC Guide 71.
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4.2.7 Mobility
4.2.7.1 Considerations
Meeting venues and routes to local parking and transportation facilities should be inspected in relation
to anything that can hinder mobility, such as uneven pavement, steps, lack of adequate space for those
who have mobility impairment, or who use walking aids and wheelchairs.
4.2.7.2 Examples of related support
The following are examples of related support for mobility impairments:
— elimination or avoidance of hindrances or hazards that can cause tripping and/or falls;
— alternate routes with appropriate signage;
— arrangement of meeting room and placement of documents, materials, refreshments, etc.;
— support staff, guide assistant;
— work space to accommodate attendants;
— relevant information.
NOTE Mobility corresponds to lower body structure functions in ISO/IEC Guide 71.
4.2.8 Voice and speech
4.2.8.1 Considerations
Considerations should be taken in relation to the number of participants, acoustics, and size of room.
Meeting organizers should check with participants with voice and speech impairment prior to the
meeting concerning appropriate support and alternative forms of communication, such as sign language
or augmentative and alternative communication technology. Other means of communication support
can be appropriate depending on individual needs and situations.
4.2.8.2 Examples of related support
The following are examples of related support for voice and speech impairment:
— microphones;
— voice amplifiers;
— support staff, communication assistant;
— work space to accommodate attendants;
— relevant information.
4.2.9 Cognition
4.2.9.1 Considerations
Meeting documents should be written so that they are easy to understand for all participants.
Considerations should be taken in relation to the individual participant’s needs and specific situations
at the meeting. Meeting venues and routes to local parking and transportation facilities should be
inspected in relation to anything that can be a hindrance in relation to a cognitive impairment, such as
complicated routes.
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4.2.9.2 Examples of related support
The following are examples of related support for cognitive impairment:
— easy-to-understand documents;
— alternative formats appropriate for individual participants’ needs and specific situations;
— appropriate signage;
— audio or verbal information;
— support staff, communication assistant;
— moderator’s intervention to explain and paraphrase the proceedings of the meeting;
— work space to accommodate attendants;
— relevant information.
4.2.10 Immunological system
4.2.10.1 Considerations
Allergies, intolerance, and hypersensitivity reactions can be set off by exposure. Any substance or
allergen that a participant has identified as threatening to his safety should be avoided at the meeting
venue. Refreshments served should be identified based on information obtained prior to the meeting. It
should be noted that support animals can cause allergic reactions. If any support animal is to be present
at a meeting, meeting organizers should contact relevant participants prior to the meeting.
4.2.10.2 Examples of related support
The following are examples of related support for immunological system impairments:
— information to all meeting participants prior to the meeting about any allergens or sensitizing
substances that they should not wear, use, or bring to the meeting;
— clear information on refreshments served at meeting which contain ingredients that can cause
allergic, intolerance, or hypersensitivity reactions.
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ISO 17069:2020(E)

Annex A
(informative)

Guidelines in relation to the process of organizing an accessible
meeting
NOTE This annex provides guidelines in relation to the process of organizing a meeting to help identify
relevant considerations regarding general management of meetings and use of support staff and assistive
products that can facilitate the participation of older persons and persons with disabilities.
A.1 Preparation and sending of meeting materials
A.1.1 General
The decision on how to prepare and send meeting materials, including a meeting notice, should be
based on the requirements of prospective participants. A prior registration form can be used to obtain
information concerning required support and preferences. See Annex B.
A.1.2 Confirmation of method of delivery
The participants' preferred method of receiving meeting materials should be confirmed. Delivery by
post, e-mail, and fax should be possible.
A.1.3 Preparation and sending of a prior registration form
A prior registration form should be used to obtain information on the participants' requirements and
preferences.
A.1.4 Preparation of a meeting notice and an access map
A.1.4.1 General
All documents should be easy to read and easy to understand and should be prepared in formats
appropriate for the participants (e.g. enlarged letters, braille, electronic medium, etc.).
A.1.4.2 Meeting notice
The meeting notice should indicate
— availability of information services at the meeting,
— alternate route(s) for persons with limitations (e.g. those who have difficulties with balance or
orientation, use walking aid or wheelchair, have hand and arm impairments), and
— availability of parking.
A.1.4.3 Access map
The access map should indicate
— public transportation and parking facilities within walking distance, with route(s) to the meeting
venue (e.g. alternative routes that avoid hindrances such as. steps, narrow passages when
appropriate),
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— nearby landmarks (which can be indicated with pictures to facilitate orientation).
If an alternatively formatted access map is provided for the participant, an access map that is
understandable for accompanying person/s should be provided as well.
A.2 Preparations for an accessible route and accessible venue
A.2.1 Preliminary research and preparation
— Public transportation and parking facilitie
...