In person meetings

Owned by Lucy Orange
Last updated: 16 Aug, 2023
2 min read

Making in person meetings inclusive and accessible

The university now holds a remote working policy, which means that in person meetings aren't happening as frequently, with many meetings being held on Zoom instead. It is important that we continue to make in person meetings as accessible and inclusive as possible. You can find tips on this page on how to do this.

  • Make sure you are picking a location that suits the accessibility needs of the participants. Think about if the room needs to be wheelchair/mobility scooter accessible, and/or the distance participants will have to travel. Look at the information about rooms to see if they are suitable. You can visit our booking a room page for more information.
  • Make sure you are allowing for travel time when arranging a meeting with someone who is not located in/near your meeting venue.

Choosing the venue

  • Make sure you are picking a location that suits the accessibility needs of the participants. Think about if the room needs to be wheelchair/mobility scooter accessible, and/or the distance participants will have to travel. Look at the information about rooms to see if they are suitable. You can visit our booking a room page for more information.
  • Make sure you are allowing for travel time when arranging a meeting with someone who is not located in/near your meeting venue.

Supporting your visitors

  • If you need to book travel and/or accommodation for your visitor, please visit our Travel and accommodation page.
  • If you need to book parking for your visitor, please visit our Parking permit page.
  • Remember to send your visitor information about how to get to campus. You can find more information on the University's transport, maps and parking pages.
  • Our department address is: Department of Environment and Geography, Wentworth Way, University of York, Heslington, York, YO10 5NG, UK
  • Let the Reception team (environment@york.ac.uk) know the details of your visitor the day before their visit.

Technology

  • Want to hold a hybrid meeting? The Owl is a clever webcam that can be used to locate the speaker in the room, and connects to Zoom so that all participants can see who is speaking. Please use the Owl booking sheet in advance - this also has useful instructions for setting up the Owl. If you need any further guidance, Annabel and Chloe at environment-pa@york.ac.uk are Owl experts!
  • Audio Visual (AV) can provide equipment and technical staff - please visit the Audio Visual webpages for more information.