ETSI EG 204 076 V1.1.1 (2025-08)

Final draft ETSI EG 204 076 V1.0.0 (2025-06)

ETSI GUIDE
Human Factors (HF);
ETSI Accessibility Strategy;
ETSI Guide for Accessible Meetings

2 Final draft ETSI EG 204 076 V1.0.0 (2025-06)

Reference
DEG/HF-00201570
Keywords
accessibility, accessible meetings, ETSI meetings,
HF
ETSI
650 Route des Lucioles
F-06921 Sophia Antipolis Cedex - FRANCE

Tel.: +33 4 92 94 42 00  Fax: +33 4 93 65 47 16

Siret N° 348 623 562 00017 - APE 7112B
Association à but non lucratif enregistrée à la
Sous-Préfecture de Grasse (06) N° w061004871

Important notice
The present document can be downloaded from the
ETSI Search & Browse Standards application.
The present document may be made available in electronic versions and/or in print. The content of any electronic and/or
print versions of the present document shall not be modified without the prior written authorization of ETSI. In case of any
existing or perceived difference in contents between such versions and/or in print, the prevailing version of an ETSI
deliverable is the one made publicly available in PDF format on ETSI deliver repository.
Users should be aware that the present document may be revised or have its status changed,
this information is available in the Milestones listing.
If you find errors in the present document, please send your comments to
the relevant service listed under Committee Support Staff.
If you find a security vulnerability in the present document, please report it through our
Coordinated Vulnerability Disclosure (CVD) program.
Notice of disclaimer & limitation of liability
The information provided in the present deliverable is directed solely to professionals who have the appropriate degree of
experience to understand and interpret its content in accordance with generally accepted engineering or
other professional standard and applicable regulations.
No recommendation as to products and services or vendors is made or should be implied.
No representation or warranty is made that this deliverable is technically accurate or sufficient or conforms to any law
and/or governmental rule and/or regulation and further, no representation or warranty is made of merchantability or fitness
for any particular purpose or against infringement of intellectual property rights.
In no event shall ETSI be held liable for loss of profits or any other incidental or consequential damages.

Any software contained in this deliverable is provided "AS IS" with no warranties, express or implied, including but not
limited to, the warranties of merchantability, fitness for a particular purpose and non-infringement of intellectual property
rights and ETSI shall not be held liable in any event for any damages whatsoever (including, without limitation, damages
for loss of profits, business interruption, loss of information, or any other pecuniary loss) arising out of or related to the use
of or inability to use the software.
Copyright Notification
No part may be reproduced or utilized in any form or by any means, electronic or mechanical, including photocopying and
microfilm except as authorized by written permission of ETSI.
The content of the PDF version shall not be modified without the written authorization of ETSI.
The copyright and the foregoing restriction extend to reproduction in all media.

© ETSI 2025.
All rights reserved.
ETSI
3 Final draft ETSI EG 204 076 V1.0.0 (2025-06)
Contents
Intellectual Property Rights . 6
Foreword . 6
Modal verbs terminology . 7
Executive summary . 7
Introduction . 7
1 Scope . 8
2 References . 8
2.1 Normative references . 8
2.2 Informative references . 8
3 Definition of terms, symbols and abbreviations . 9
3.1 Terms . 9
3.2 Symbols . 10
3.3 Abbreviations . 10
4 General . 11
4.1 Basic assumptions about meeting participants . 11
4.2 Basic assumptions about meeting types . 12
5 Accessibility guidelines for meeting hosts . 13
5.1 General . 13
5.1.1 Sources of the accessibility guidelines. 13
5.1.2 Meeting registration and declaration of accessibility requirements . 13
5.1.3 Accessibility support for on-site and online participation . 13
5.1.4 Essential and desirable accessibility support . 13
5.2 Accessibility support for blind participants and those with low vision . 14
5.2.1 Meeting venue layout and navigation . 14
5.2.2 Pre-meeting preparations . 14
5.2.3 Provision of Assistive Technology . 15
5.2.4 Accessible Presentation Materials . 15
5.2.5 Onsite Support for Blind Participants or those with Low Vision. 16
5.2.6 Break and Lunch Arrangements . 16
5.2.7 Post-Meeting Follow-Up . 17
5.3 Accessibility support for deaf and hard-of-hearing participants. 17
5.3.1 Sign-language interpreter support . 17
5.3.2 Provision of speech-to-text functionalities (captioning) . 18
5.3.3 Technical support for deaf and hard-of-hearing participants . 18
5.3.4 Support for participants' assistive listening devices . 18
5.4 Accessibility support for participants with mobility disabilities . 19
5.4.1 Access to the meeting venue . 19
5.4.2 Access to facilities at the meeting venue . 20
5.4.3 Access to social events during a meeting . 20
5.5 Accessibility support for participants with cognitive or intellectual disabilities . 20
5.5.1 General . 20
5.5.2 Physical environment and meeting planning . 20
5.5.3 Interacting with people with autism or other cognitive disabilities . 21
5.5.4 Use of assistive and enabling technology . 21
5.6 Further accessibility support. 22
5.6.1 Meeting etiquette in support of accessibility . 22
5.6.2 Accessibility support for meeting logistics . 22
5.6.3 Support for participants with multiple disabilities . 22
5.7 Additional guidance for hosts of external meetings . 22
5.8 Additional guidance for hosts of meetings on ETSI premises . 23
6 Specification of necessary updates to the meeting registration tool in the ETSI portal . 23
6.1 General . 23
ETSI
4 Final draft ETSI EG 204 076 V1.0.0 (2025-06)
6.2 The current meeting registration procedure . 23
6.3 Proposed update to the meeting registration procedure . 23
6.4 Proposed changes to the ETSI members portal . 24
6.4.1 General . 24
6.4.2 Location of new controls . 24
6.4.3 Control for registration of accessibility requirements . 24
6.4.4 Selection of accessibility requirements . 24
7 Specification of and data collection for a database for sign language interpreters . 25
7.1 Databases for sign language interpreters . 25
7.2 Methodology for tool & resources & service selection . 26
7.3 Implementation of Form & Format . 26
7.4 Update mechanism . 26
8 Comparison of accessibility features of available videoconferencing, joint editing, and
presentation tools and recommendations for tool selection. 27
8.1 Evaluation of Videoconferencing tools . 27
8.1.1 Expected Outcome and Methodology . 27
8.1.2 Scope and major features . 27
8.1.3 Accessibility features of videoconferencing tools . 29
8.1.4 Privacy and Security . 31
8.1.5 ETSI Support . 31
8.1.6 Selection of videoconferencing tools by DPOs . 31
8.1.7 User Experience . 32
8.1.8 Su
...