SIST-V ETSI/EG 204 076 V1.1.1:2025

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

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

Reference
DEG/HF-00201570
Keywords
accessibility, accessible meetings, ETSI meetings,
HF
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3 ETSI EG 204 076 V1.1.1 (2025-08)
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
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4 ETSI EG 204 076 V1.1.1 (2025-08)
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 Support for Innovation . 32
8.1.9 Cost . 32
8.1.10 Joint Meeting Tools: Preferred solutions . 32
8.1.11 Joint Meeting Tools: Best Practices . 33
8.2 Evaluation of Joint Editing Tools . 34
8.2.1 Expected Outcome and Methodology . 34
8.2.2 Evaluation criteria . 34
8.2.3 Scope and major features . 35
8.2.4 Accessibility features . 37
8.2.5 Privacy, Security . 39
8.2.6 Standards Development Organizations Support . 39
8.2.7 Cost . 40
8.2.8 Preferred solutions . 40
8.2.9 Best practices . 41
8.3 Evaluation of Presentation tools . 41
8.3.1 Presentation and the collaboration meetings context . 41
8.3.2 Evaluation criteria . 41
8.3.3 Identification of candidate tools . 42
8.3.4 Accessibility features . 43
8.3.5 ETSI Support . 45
8.3.6 Cost . 46
8.3.7 Preferred tools . 46
8.3.8 Best practices . 46
Annex A: Specification of necessary updates to the meeting registration tool in the ETSI portal . 48
A.1 Introduction. 48
A.2 Overview . 48
A.3 Changes to the registration process . 48
A.3.1 Location of the new UI controls for the registration of accessibility requirements . 48
A.3.2 Yes/no selection for registering accessibility requirements . 49
A.3.3 Selecting "yes" . 49
A.3.4 Message to host/committee chair . 50
Annex B: Informal guidance for meeting hosts . 52
B.1 Introduction. 52
B.2 Proposed text for informal guidance document . 52
Annex C: Accessible written materials and tactile signage . 56
C.1 Further recommendation to support the accessibility of written materials used during a meeting . 56
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5 ETSI EG 204 076 V1.1.1 (2025-08)
C.2 Tactile and High-Contrast Signage . 57
Annex D: Recommendations and quality criteria for tool/service selection . 58
D.1 General . 58
D.2 Recommendations for selecting sign language interpreters . 58
D.3 Quality criteria for selecting speech-to-text tools and/or services . 58
D.4 Considerations for speech-to-text tools. 59
Annex E: List of sign language interpreter databases . 61
Annex F: List of recommended tools and services, status January 2025 . 63
F.1 General . 63
F.2 STTR/CART captioning providers . 63
F.3 Automated Captioning & Transcription Systems . 63
F.4 Sign language interpreter bureaus . 64
Annex G: Checklist for tool and service selection . 65
Annex H: Recommended text for the public ETSI accessibility page . 66
H.1 General . 66
H.2 Accessibility statement . 66
H.3 Accessibility resources . 68
H.4 Meeting accessibility . 68
Annex I: Detailed features of videoconferencing, joint editing, and presentation tools. 71
I.1 Videoconferencing tools . 71
I.1.1 Privacy, Security . 71
I.1.2 ETSI Support for videoconferencing tools . 72
I.1.3 Selection of videoconferencing tools by DPOs . 73
I.1.4 User Experience feedback by DPOs . 74
I.1.5 Support for innovation of videoconferencing tools . 74
I.1.6 Cost of videoconferencing tools . 76
I.2 Joint editing tools . 78
I.2.1 Privacy, Security . 78
I.2.2 Cost . 81
I.3 Presentation tools . 82
I.3.1 Cost . 82
History . 84

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6 ETSI EG 204 076 V1.1.1 (2025-08)
Intellectual Property Rights
Essential patents
IPRs essential or potentially essential to normative deliverables may have been declared to ETSI. The declarations
pertaining to these essential IPRs, if any, are publicly available for ETSI members and non-members, and can be
found in ETSI SR 000 314: "Intellectual Property Rights (IPRs); Essential, or potentially Essential, IPRs notified to
ETSI in respect of ETSI standards", which is available from the ETSI Secretariat. Latest updates are available on the
ETSI IPR online database.
Pursuant to the ETSI Directives including the ETSI IPR Policy, no investigation regarding the essentiality of IPRs,
including IPR searches, has been carried out by ETSI. No guarantee can be given as to the existence of other IPRs not
referenced in ETSI SR 000 314 (or the updates on the ETSI Web server) which are, or may be, or may become,
essential to the present document.
Trademarks
The present document may include trademarks and/or tradenames which are asserted and/or registered by their owners.
ETSI claims no ownership of these except for any which are indicated as being the property of ETSI, and conveys no
right to use or reproduce any trademark and/or tradename. Mention of those trademarks in the present document does
not constitute an endorsement by ETSI of products, services or organizations associated with those trademarks.
DECT™, PLUGTESTS™, UMTS™ and the ETSI logo are trademarks of ETSI registered for the benefit of its
Members. 3GPP™, LTE™ and 5G™ logo are trademarks of ETSI registered for the benefit of its Members and of the
3GPP Organizational Partners. oneM2M™ logo is a trademark of ETSI registered for the benefit of its Members and of ®
the oneM2M Partners. GSM and the GSM logo are trademarks registered and owned by the GSM Association. ®
Bluetooth is a trademark registered and owned by Bluetooth SIG, Inc.
Foreword
This ETSI Guide (EG) has been produced by ETSI Technical Committee Human Factors (HF).
It is a contribution to the implementation of ETSI's Accessibility Strategy as endorsed by ETSI's General
Assembly #81. The Accessibility Strategy calls for four projects to be carried out with the aim of making ETSI's
products, environment, and meetings accessible to users and participants with a wide range of characteristics.
The objectives of these projects are to:
1) Review the accessibility of ETSI infrastructure (buildings, facilities); Define baseline requirements and
guidelines.
2) Make ETSI published deliverables accessible, including improvement of their development process.
3) Make ETSI meetings accessible on demand, including online and hybrid meetings.
4) Make IT processes and tools accessible, possibly starting with an audit and recommendations for the future.
The present document reports the results of the third of the four projects, providing solutions that enable ETSI to make
meetings accessible on demand, including online and hybrid meetings.
The work carried out for the creation of the present document has been conducted in an open collaboration with ETSI
members, user and accessibility representatives, and other relevant stakeholders. The present document is based upon
desk research (documents and online sources), best practices, expert knowledge, as well as stakeholder (DPOs) and
ETSI member consultation.
Intended readers of the present document include, but are not limited to:
• ETSI Technical Committee chairs.
• External meeting hosts (ETSI members hosting committee meetings in their premises).
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7 ETSI EG 204 076 V1.1.1 (2025-08)
• ETSI staff that support meeting planning and/or are in charge of ETSI infrastructures.
Modal verbs terminology
In the present document "should", "should not", "may", "need not", "will", "will not", "can" and "cannot" are to be
interpreted as described in clause 3.2 of the ETSI Drafting Rules (Verbal forms for the expression of provisions).
"must" and "must not" are NOT allowed in ETSI deliverables except when used in direct citation.
Executive summary
The present document gives guidelines for hosting accessible ETSI meetings on ETSI premises, those of ETSI members
or in public environments (e.g. conference centres). It proposes changes to the meeting registration procedure on the
ETSI portal allowing participants to indicate their accessibility requirements during the registration process.
It provides a resource collection that links to the most pertinent existing sign language interpreter databases and
additionally includes a collection of recommended tools for speech-to-text tools and services, to help make meetings
accessible for deaf and hard-of-hearing participants.
It further includes a comparison of accessibility features of available meeting tools, recommendations for tool selection,
an evaluation of the accessibility of joint editing and presentation tools and related recommendations for meeting hosts.
The present document is accompanied by a number of annexes, including:
• the detailed specification for the modification of the ETSI meeting registration tool;
• a first version of an informal accessibility guide document for meeting hosts;
• a proposal for the ETSI accessibility statement (applicable to content published on the domain:
https://www.etsi.org/); and
• the results of the detailed analysis of videoconferencing tools, joint editing tools, and presentation tools.
Introduction
Currently, hosts of ETSI meetings on ETSI premises or those of ETSI members cannot ensure that the meeting will
meet the accessibility requirements of potential participants. So far, there is no mechanism for allowing participants to
register individual accessibility-related requirements and informing the host thereof. In addition, hosts need guidance on
how to address those requirements.
The present document proposes measures that aim at improving the accessibility of ETSI meetings by:
• adapting the registration process to ETSI meetings so that participants can indicate individual access needs;
• providing an online resource collection for speech-to-text tools & services (captioning) and sign language
interpreters;
• analysing online meeting tools and providing guidance on the accessibility of these tools;
• providing guidance on accessible online collaboration tools, particularly important for joint editing of
documents in hybrid meetings; and
• providing recommendations on improving the necessary ICT equipment in ETSI meeting rooms.

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8 ETSI EG 204 076 V1.1.1 (2025-08)
1 Scope
The present document gives guidelines for hosting accessible ETSI meetings on ETSI premises, those of ETSI
members, or in public environments (e.g. conference centres). It proposes changes to the meeting registration procedure
on the ETSI portal allowing participants to register accessibility requirements.
It provides a resource collection that links to the most pertinent existing sign language interpreter databases and
additionally includes a collection of recommended tools for speech-to-text tools and services, to help make meetings
accessible for deaf and hard-of-hearing participants.
It further includes a comparison of accessibility features of available meeting tools, recommendations for tool selection,
an evaluation of the accessibility of joint editing and presentation tools and related recommendations for ETSI and for
meeting hosts.
2 References
2.1 Normative references
Normative references are not applicable in the present document.
2.2 Informative references
References are either specific (identified by date of publication and/or edition number or version number) or
non-specific. For specific references, only the cited version applies. For non-specific references, the latest version of the
referenced document (including any amendments) applies.
NOTE: While any hyperlinks included in this clause were valid at the time of publication, ETSI cannot guarantee
their long term validity.
The following referenced documents are not necessary for the application of the present document but they assist the
user with regard to a particular subject area.
[i.1] ETSI EG 201 013: "Human Factors (HF); Definitions, abbreviations and symbols".
[i.2] ISO 26800:2011: "Ergonomics — General approach, principles and concepts". ®
[i.3] W3C Recommendation (11 December 2008)/ISO/IEC 40500:2012: "Web Content Accessibility
Guidelines (WCAG) 2.0". ®
[i.4] W3C Working Group Note 5 September 2013: "Guidance on Applying WCAG 2.0 to Non-Web
Information and Communications Technologies (WCAG2ICT)".
[i.5] Yale University: "Usability & Web Accessibility".
[i.6] ISO 9241-110:2020: "Ergonomics of human-system interaction — Part 110: Interaction
principles".
[i.7] ISO/IEC 27001:2022: "Information security, cybersecurity and privacy protection — Information
security management systems — Requirements".
[i.8] ETSI EG 204 061: "Human Factors (HF); ETSI Accessibility Strategy; Accessibility of ETSI
Deliverables and Improvement of the Development Process of Deliverables".
[i.9] Web Accessibility Initiative (WAI): "Web Content Accessibility Guidelines (WCAG) 2 - Level
AA Conformance".
[i.10] EN 301 549: "Accessibility requirements suitable for public procurement of ICT products and
services in Europe" (jointly produced by ETSI/CEN/CENELEC).
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9 ETSI EG 204 076 V1.1.1 (2025-08)
[i.11] U.S. Access Board Information and Communication Technology (ICT): "Section 508 of the
Rehabilitation Act".
3 Definition of terms, symbols and abbreviations
3.1 Terms
For the purposes of the present document, the terms given in ETSI EG 201 013 [i.1] and the following apply:
accessibility: extent to which products, systems, services, environments and facilities can be used by people from a
population with the widest range of characteristics and capabilities, to achieve a specified goal in a specified context of
use
NOTE 1: Context of use includes direct use or use supported by assistive technologies.
NOTE 2: The context in which the ICT is used may affect its overall accessibility. This context could include other
products and services with which the ICT may interact.
NOTE 3: Definition from ISO 26800 [i.2].
assistive technology: hardware or software added to or connected to a system that increases accessibility for an
individual
NOTE 1: Examples are Braille displays, screen readers, screen magnification software and eye tracking devices that
are added to the ICT.
NOTE 2: Where ICT does not support directly connected assistive technology, but which can be operated by a
system connected over a network or other remote connection, such a separate system (with any included
assistive technology) can also be considered assistive technology.
audio description: additional audible narrative, interleaved with the dialogue, which describes the significant aspects
of the visual content of audio-visual media that cannot be understood from the main soundtrack alone
NOTE: This is also variously described using terms such as "video description" or variants such as "descriptive
narration".
caption: synchronized visual and/or text alternative for both speech and non-speech audio information needed to
understand the media content
NOTE 1: This is also variously described using terms such as "subtitles" or variants such as "subtitles for the deaf
and hard-of-hearing".
NOTE 2: Definition after WCAG 2.0 [i.3].
content: information and sensory experience to be communicated to the user by means of software, including code or
markup that defines the content's structure, presentation, and interactions
NOTE 1: Content occurs in three places: web pages, documents and software. When content occurs in a web page
or a document, a user agent is needed in order to communicate the content's information and sensory
experience to the user. When content occurs in software, a separate user agent is not needed in order to
communicate the content's information and sensory experience to the user - the software itself performs
that function.
NOTE 2: Definition after WCAG2ICT [i.4].
document: logically distinct assembly of content (such as a file, set of files, or streamed media) that functions as a
single entity rather than a collection, that is not part of software and that does not include its own user agent
NOTE 1: Letters, email messages, spreadsheets, books, pictures, presentations, and movies are examples of
documents.
NOTE 2: A single document may be composed of multiple files such as the video content, closed caption text etc.
This fact is not usually apparent to the end-user consuming the document/content.
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10 ETSI EG 204 076 V1.1.1 (2025-08)
NOTE 3: Definition after WCAG2ICT [i.4].
user interface: all components of an interactive system (software or hardware) that provide information and/or controls
for the user to accomplish specific tasks with the interactive system
NOTE: Definition from ISO 9241-110 [i.6].
web content: content that belongs to a web page, and that is used in the rendering or that is intended to be used in the
rendering of the web page
web page: non-embedded resource obtained from a single URI using HTTP plus any other resources that are used in
the rendering or intended to be rendered together with it by a user agent
NOTE: Definition after WCAG 2.0 [i.3].
3.2 Symbols
Void.
3.3 Abbreviations
For the purposes of the present document, the following abbreviations apply:
2FA Two-Factor Authentication
ABILS Association Belge des Interprètes en Langue des Signes
ADHD Attention Deficit Hyperactivity Disorder
AES Advanced Encryption Standard
AI Artificial Intelligence
AIIC International Association of Conference Interpreters
ALD Assistive Listening Devices
Animu Associazione nazionale interpreti di lingua dei segni
Anios Associazione interpreti di lingua dei segni
API Application Programming Interface
ASL American Sign Language
ATILGP Association of Translators and Interpreters of Portuguese Sign Language
AWS Amazon Web Services
BSL British Sign Language
BVGT Beroepsvereniging Vlaamse GebarentaalTolke
NOTE: Professional Association of Flemish Sign Language Interpreters.
CART Communication Access Real Time
CRM Customer Relationship Management
CVD Coordinated Vulnerability Disclosure
DBI DeafBlind Interpreting national training and resource center
DLP Data Loss Prevention
DPO Disabled Persons Organization
DTLS Datagram Transport Layer Security
E2EE End-to-end Encryption
EKM Enterprise Key Management
FILSE Federación Española de Intérpretes de Lengua de Signos y Guías-Intérpretes
NOTE: Spanish Federation of Sign Language Interpreters and Interpreter-Guides.
FTT Foreningen af Tegnsprogstolke
NOTE: Association of Sign Language Interpreters.
GDPR General Data Protection Regulation
HD High Definition
HIPAA Health Insurance Portability and Accountability Act
HTML Hyper Text Markup Language
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11 ETSI EG 204 076 V1.1.1 (2025-08)
ICT Information and Communication Technologies
IGF-DCAD Internet Governance Forum Dynamic Coalition on Accessibility and Disability
IS International Sign (language)
ISO International Standards Organization
IT Information Technologies
KMS Key Management Service
LMS Learning Management System
MFA Multi-Factor Authentication
OCR Optical Character Recognition
RBAC Role-Based Access Control
SAML Security Assertion Markup Language
SDO Standards Development Organization
SL Sign Language
SLA Service Level Agreement
SMS Short Message Service
SRTP Secure Real-Time Transport Protocol
SSL Secure Sockets Layer
SSO Single Sign-On
STTF Sveriges Teckenspråkstolkars Förening
NOTE: Swedish Sign Language Interpreters Association.
STTR Speech-To-Text Reporting
TC Technical Committee
TLS Transport Layer Security
UI User Interface
UN United Nations
URL Uniform Resource Locator
VPAT Voluntary Product Accessibility Template
W3C World Wide Web Consortium
WASLI World Association for Sign Language Interpreters
WCAG Web Content Accessibility Guidelines
WFD World Federation of the Deaf
4 General
4.1 Basic assumptions about meeting participants
For the purpose of the present document, the following assumptions are being made on the characteristics of
participants in ETSI meetings.
Participants in ETSI meetings may have any individual or any combination of the following human impairments
(classification from World Wide Web Consortium (W3C) Diversity in Web Use ([i.5])):
• visual impairments: including any form of colour blindness, low vision, and blindness (substantial loss of
vision in both eyes);
• auditory impairments: including mild to moderate hearing impairments in at least one ear up to deafness
(hearing impairment that is substantial and non-correctable in both ears);
• physical impairments: including amputation (e.g. missing digits or limbs), arthritis (inflammation and damage
to joints), paralysis (loss of control over a limb or other part of the body), and Repetitive Stress Injury;
• speech impairments: including muteness (the inability to speak due to a multitude of reasons), dysarthria
(weakness or paralysis of the muscles required to speak), and stuttering; and
• cognitive, learning, and neurological impairments: including Attention Deficit Hyperactivity Disorder
(ADHD), autism spectrum disorder, perceptual disabilities (also called "learning disabilities" such as dyslexia
and dyscalculia), and seizure disorders.
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12 ETSI EG 204 076 V1.1.1 (2025-08)
In all cases, it is assumed that the participants of ETSI meetings may use their individual assistive technology
(e.g. personal computers with Braille displays, or individual hearing aids) for compensating for their impairments.
NOTE 1: People with the following human impairments may be challenged to an extent that does not allow them to
effectively participate in ETSI meetings:
▪ mental health disabilities, including delirium and schizophrenia, which may go along with
difficulties in focusing, processing, and understanding information; and
▪ memory impairments, in particular limitations in short-term memory, long-term memory, or the
ability to recall language.
NOTE 2: Participants in ETSI meetings are expected to be able to understand written language.
NOTE 3: ETSI meetings are conducted in English language. Participants are expected to either have a sufficient
command of the English language and/or have access to tools that represent the content of ETSI
deliverables and the content of what is being said in a meeting in a language they understand.
NOTE 4: Participants in ETSI meetings are expected to have proper understanding of the meeting objectives, e.g. in
the specific engineering domain addressed in a given technical committee.
4.2 Basic assumptions about meeting types
In the present document several meeting types are distinguis
...

SLOVENSKI STANDARD
01-november-2025
Človeški dejavniki (HF) - Strategija dostopnosti ETSI - Vodilo ETSI za dostopna
srečanja
Human Factors (HF) - ETSI Accessibility Strategy - ETSI Guide for Accessible Meetings
Ta slovenski standard je istoveten z: ETSI EG 204 076 V1.1.1 (2025-08)
ICS:
33.040.01 Telekomunikacijski sistemi Telecommunication systems
na splošno in general
2003-01.Slovenski inštitut za standardizacijo. Razmnoževanje celote ali delov tega standarda ni dovoljeno.

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

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

Reference
DEG/HF-00201570
Keywords
accessibility, accessible meetings, ETSI meetings,
HF
ETSI
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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

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3 ETSI EG 204 076 V1.1.1 (2025-08)
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
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4 ETSI EG 204 076 V1.1.1 (2025-08)
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 Support for Innovation . 32
8.1.9 Cost . 32
8.1.10 Joint Meeting Tools: Preferred solutions . 32
8.1.11 Joint Meeting Tools: Best Practices . 33
8.2 Evaluation of Joint Editing Tools . 34
8.2.1 Expected Outcome and Methodology . 34
8.2.2 Evaluation criteria . 34
8.2.3 Scope and major features . 35
8.2.4 Accessibility features . 37
8.2.5 Privacy, Security . 39
8.2.6 Standards Development Organizations Support . 39
8.2.7 Cost . 40
8.2.8 Preferred solutions . 40
8.2.9 Best practices . 41
8.3 Evaluation of Presentation tools . 41
8.3.1 Presentation and the collaboration meetings context . 41
8.3.2 Evaluation criteria . 41
8.3.3 Identification of candidate tools . 42
8.3.4 Accessibility features . 43
8.3.5 ETSI Support . 45
8.3.6 Cost . 46
8.3.7 Preferred tools . 46
8.3.8 Best practices . 46
Annex A: Specification of necessary updates to the meeting registration tool in the ETSI portal . 48
A.1 Introduction. 48
A.2 Overview . 48
A.3 Changes to the registration process . 48
A.3.1 Location of the new UI controls for the registration of accessibility requirements . 48
A.3.2 Yes/no selection for registering accessibility requirements . 49
A.3.3 Selecting "yes" . 49
A.3.4 Message to host/committee chair . 50
Annex B: Informal guidance for meeting hosts . 52
B.1 Introduction. 52
B.2 Proposed text for informal guidance document . 52
Annex C: Accessible written materials and tactile signage . 56
C.1 Further recommendation to support the accessibility of written materials used during a meeting . 56
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C.2 Tactile and High-Contrast Signage . 57
Annex D: Recommendations and quality criteria for tool/service selection . 58
D.1 General . 58
D.2 Recommendations for selecting sign language interpreters . 58
D.3 Quality criteria for selecting speech-to-text tools and/or services . 58
D.4 Considerations for speech-to-text tools. 59
Annex E: List of sign language interpreter databases . 61
Annex F: List of recommended tools and services, status January 2025 . 63
F.1 General . 63
F.2 STTR/CART captioning providers . 63
F.3 Automated Captioning & Transcription Systems . 63
F.4 Sign language interpreter bureaus . 64
Annex G: Checklist for tool and service selection . 65
Annex H: Recommended text for the public ETSI accessibility page . 66
H.1 General . 66
H.2 Accessibility statement . 66
H.3 Accessibility resources . 68
H.4 Meeting accessibility . 68
Annex I: Detailed features of videoconferencing, joint editing, and presentation tools. 71
I.1 Videoconferencing tools . 71
I.1.1 Privacy, Security . 71
I.1.2 ETSI Support for videoconferencing tools . 72
I.1.3 Selection of videoconferencing tools by DPOs . 73
I.1.4 User Experience feedback by DPOs . 74
I.1.5 Support for innovation of videoconferencing tools . 74
I.1.6 Cost of videoconferencing tools . 76
I.2 Joint editing tools . 78
I.2.1 Privacy, Security . 78
I.2.2 Cost . 81
I.3 Presentation tools . 82
I.3.1 Cost . 82
History . 84

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Intellectual Property Rights
Essential patents
IPRs essential or potentially essential to normative deliverables may have been declared to ETSI. The declarations
pertaining to these essential IPRs, if any, are publicly available for ETSI members and non-members, and can be
found in ETSI SR 000 314: "Intellectual Property Rights (IPRs); Essential, or potentially Essential, IPRs notified to
ETSI in respect of ETSI standards", which is available from the ETSI Secretariat. Latest updates are available on the
ETSI IPR online database.
Pursuant to the ETSI Directives including the ETSI IPR Policy, no investigation regarding the essentiality of IPRs,
including IPR searches, has been carried out by ETSI. No guarantee can be given as to the existence of other IPRs not
referenced in ETSI SR 000 314 (or the updates on the ETSI Web server) which are, or may be, or may become,
essential to the present document.
Trademarks
The present document may include trademarks and/or tradenames which are asserted and/or registered by their owners.
ETSI claims no ownership of these except for any which are indicated as being the property of ETSI, and conveys no
right to use or reproduce any trademark and/or tradename. Mention of those trademarks in the present document does
not constitute an endorsement by ETSI of products, services or organizations associated with those trademarks.
DECT™, PLUGTESTS™, UMTS™ and the ETSI logo are trademarks of ETSI registered for the benefit of its
Members. 3GPP™, LTE™ and 5G™ logo are trademarks of ETSI registered for the benefit of its Members and of the
3GPP Organizational Partners. oneM2M™ logo is a trademark of ETSI registered for the benefit of its Members and of ®
the oneM2M Partners. GSM and the GSM logo are trademarks registered and owned by the GSM Association. ®
Bluetooth is a trademark registered and owned by Bluetooth SIG, Inc.
Foreword
This ETSI Guide (EG) has been produced by ETSI Technical Committee Human Factors (HF).
It is a contribution to the implementation of ETSI's Accessibility Strategy as endorsed by ETSI's General
Assembly #81. The Accessibility Strategy calls for four projects to be carried out with the aim of making ETSI's
products, environment, and meetings accessible to users and participants with a wide range of characteristics.
The objectives of these projects are to:
1) Review the accessibility of ETSI infrastructure (buildings, facilities); Define baseline requirements and
guidelines.
2) Make ETSI published deliverables accessible, including improvement of their development process.
3) Make ETSI meetings accessible on demand, including online and hybrid meetings.
4) Make IT processes and tools accessible, possibly starting with an audit and recommendations for the future.
The present document reports the results of the third of the four projects, providing solutions that enable ETSI to make
meetings accessible on demand, including online and hybrid meetings.
The work carried out for the creation of the present document has been conducted in an open collaboration with ETSI
members, user and accessibility representatives, and other relevant stakeholders. The present document is based upon
desk research (documents and online sources), best practices, expert knowledge, as well as stakeholder (DPOs) and
ETSI member consultation.
Intended readers of the present document include, but are not limited to:
• ETSI Technical Committee chairs.
• External meeting hosts (ETSI members hosting committee meetings in their premises).
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7 ETSI EG 204 076 V1.1.1 (2025-08)
• ETSI staff that support meeting planning and/or are in charge of ETSI infrastructures.
Modal verbs terminology
In the present document "should", "should not", "may", "need not", "will", "will not", "can" and "cannot" are to be
interpreted as described in clause 3.2 of the ETSI Drafting Rules (Verbal forms for the expression of provisions).
"must" and "must not" are NOT allowed in ETSI deliverables except when used in direct citation.
Executive summary
The present document gives guidelines for hosting accessible ETSI meetings on ETSI premises, those of ETSI members
or in public environments (e.g. conference centres). It proposes changes to the meeting registration procedure on the
ETSI portal allowing participants to indicate their accessibility requirements during the registration process.
It provides a resource collection that links to the most pertinent existing sign language interpreter databases and
additionally includes a collection of recommended tools for speech-to-text tools and services, to help make meetings
accessible for deaf and hard-of-hearing participants.
It further includes a comparison of accessibility features of available meeting tools, recommendations for tool selection,
an evaluation of the accessibility of joint editing and presentation tools and related recommendations for meeting hosts.
The present document is accompanied by a number of annexes, including:
• the detailed specification for the modification of the ETSI meeting registration tool;
• a first version of an informal accessibility guide document for meeting hosts;
• a proposal for the ETSI accessibility statement (applicable to content published on the domain:
https://www.etsi.org/); and
• the results of the detailed analysis of videoconferencing tools, joint editing tools, and presentation tools.
Introduction
Currently, hosts of ETSI meetings on ETSI premises or those of ETSI members cannot ensure that the meeting will
meet the accessibility requirements of potential participants. So far, there is no mechanism for allowing participants to
register individual accessibility-related requirements and informing the host thereof. In addition, hosts need guidance on
how to address those requirements.
The present document proposes measures that aim at improving the accessibility of ETSI meetings by:
• adapting the registration process to ETSI meetings so that participants can indicate individual access needs;
• providing an online resource collection for speech-to-text tools & services (captioning) and sign language
interpreters;
• analysing online meeting tools and providing guidance on the accessibility of these tools;
• providing guidance on accessible online collaboration tools, particularly important for joint editing of
documents in hybrid meetings; and
• providing recommendations on improving the necessary ICT equipment in ETSI meeting rooms.

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8 ETSI EG 204 076 V1.1.1 (2025-08)
1 Scope
The present document gives guidelines for hosting accessible ETSI meetings on ETSI premises, those of ETSI
members, or in public environments (e.g. conference centres). It proposes changes to the meeting registration procedure
on the ETSI portal allowing participants to register accessibility requirements.
It provides a resource collection that links to the most pertinent existing sign language interpreter databases and
additionally includes a collection of recommended tools for speech-to-text tools and services, to help make meetings
accessible for deaf and hard-of-hearing participants.
It further includes a comparison of accessibility features of available meeting tools, recommendations for tool selection,
an evaluation of the accessibility of joint editing and presentation tools and related recommendations for ETSI and for
meeting hosts.
2 References
2.1 Normative references
Normative references are not applicable in the present document.
2.2 Informative references
References are either specific (identified by date of publication and/or edition number or version number) or
non-specific. For specific references, only the cited version applies. For non-specific references, the latest version of the
referenced document (including any amendments) applies.
NOTE: While any hyperlinks included in this clause were valid at the time of publication, ETSI cannot guarantee
their long term validity.
The following referenced documents are not necessary for the application of the present document but they assist the
user with regard to a particular subject area.
[i.1] ETSI EG 201 013: "Human Factors (HF); Definitions, abbreviations and symbols".
[i.2] ISO 26800:2011: "Ergonomics — General approach, principles and concepts". ®
[i.3] W3C Recommendation (11 December 2008)/ISO/IEC 40500:2012: "Web Content Accessibility
Guidelines (WCAG) 2.0". ®
[i.4] W3C Working Group Note 5 September 2013: "Guidance on Applying WCAG 2.0 to Non-Web
Information and Communications Technologies (WCAG2ICT)".
[i.5] Yale University: "Usability & Web Accessibility".
[i.6] ISO 9241-110:2020: "Ergonomics of human-system interaction — Part 110: Interaction
principles".
[i.7] ISO/IEC 27001:2022: "Information security, cybersecurity and privacy protection — Information
security management systems — Requirements".
[i.8] ETSI EG 204 061: "Human Factors (HF); ETSI Accessibility Strategy; Accessibility of ETSI
Deliverables and Improvement of the Development Process of Deliverables".
[i.9] Web Accessibility Initiative (WAI): "Web Content Accessibility Guidelines (WCAG) 2 - Level
AA Conformance".
[i.10] EN 301 549: "Accessibility requirements suitable for public procurement of ICT products and
services in Europe" (jointly produced by ETSI/CEN/CENELEC).
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[i.11] U.S. Access Board Information and Communication Technology (ICT): "Section 508 of the
Rehabilitation Act".
3 Definition of terms, symbols and abbreviations
3.1 Terms
For the purposes of the present document, the terms given in ETSI EG 201 013 [i.1] and the following apply:
accessibility: extent to which products, systems, services, environments and facilities can be used by people from a
population with the widest range of characteristics and capabilities, to achieve a specified goal in a specified context of
use
NOTE 1: Context of use includes direct use or use supported by assistive technologies.
NOTE 2: The context in which the ICT is used may affect its overall accessibility. This context could include other
products and services with which the ICT may interact.
NOTE 3: Definition from ISO 26800 [i.2].
assistive technology: hardware or software added to or connected to a system that increases accessibility for an
individual
NOTE 1: Examples are Braille displays, screen readers, screen magnification software and eye tracking devices that
are added to the ICT.
NOTE 2: Where ICT does not support directly connected assistive technology, but which can be operated by a
system connected over a network or other remote connection, such a separate system (with any included
assistive technology) can also be considered assistive technology.
audio description: additional audible narrative, interleaved with the dialogue, which describes the significant aspects
of the visual content of audio-visual media that cannot be understood from the main soundtrack alone
NOTE: This is also variously described using terms such as "video description" or variants such as "descriptive
narration".
caption: synchronized visual and/or text alternative for both speech and non-speech audio information needed to
understand the media content
NOTE 1: This is also variously described using terms such as "subtitles" or variants such as "subtitles for the deaf
and hard-of-hearing".
NOTE 2: Definition after WCAG 2.0 [i.3].
content: information and sensory experience to be communicated to the user by means of software, including code or
markup that defines the content's structure, presentation, and interactions
NOTE 1: Content occurs in three places: web pages, documents and software. When content occurs in a web page
or a document, a user agent is needed in order to communicate the content's information and sensory
experience to the user. When content occurs in software, a separate user agent is not needed in order to
communicate the content's information and sensory experience to the user - the software itself performs
that function.
NOTE 2: Definition after WCAG2ICT [i.4].
document: logically distinct assembly of content (such as a file, set of files, or streamed media) that functions as a
single entity rather than a collection, that is not part of software and that does not include its own user agent
NOTE 1: Letters, email messages, spreadsheets, books, pictures, presentations, and movies are examples of
documents.
NOTE 2: A single document may be composed of multiple files such as the video content, closed caption text etc.
This fact is not usually apparent to the end-user consuming the document/content.
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NOTE 3: Definition after WCAG2ICT [i.4].
user interface: all components of an interactive system (software or hardware) that provide information and/or controls
for the user to accomplish specific tasks with the interactive system
NOTE: Definition from ISO 9241-110 [i.6].
web content: content that belongs to a web page, and that is used in the rendering or that is intended to be used in the
rendering of the web page
web page: non-embedded resource obtained from a single URI using HTTP plus any other resources that are used in
the rendering or intended to be rendered together with it by a user agent
NOTE: Definition after WCAG 2.0 [i.3].
3.2 Symbols
Void.
3.3 Abbreviations
For the purposes of the present document, the following abbreviations apply:
2FA Two-Factor Authentication
ABILS Association Belge des Interprètes en Langue des Signes
ADHD Attention Deficit Hyperactivity Disorder
AES Advanced Encryption Standard
AI Artificial Intelligence
AIIC International Association of Conference Interpreters
ALD Assistive Listening Devices
Animu Associazione nazionale interpreti di lingua dei segni
Anios Associazione interpreti di lingua dei segni
API Application Programming Interface
ASL American Sign Language
ATILGP Association of Translators and Interpreters of Portuguese Sign Language
AWS Amazon Web Services
BSL British Sign Language
BVGT Beroepsvereniging Vlaamse GebarentaalTolke
NOTE: Professional Association of Flemish Sign Language Interpreters.
CART Communication Access Real Time
CRM Customer Relationship Management
CVD Coordinated Vulnerability Disclosure
DBI DeafBlind Interpreting national training and resource center
DLP Data Loss Prevention
DPO Disabled Persons Organization
DTLS Datagram Transport Layer Security
E2EE End-to-end Encryption
EKM Enterprise Key Management
FILSE Federación Española de Intérpretes de Lengua de Signos y Guías-Intérpretes
NOTE: Spanish Federation of Sign Language Interpreters and Interpreter-Guides.
FTT Foreningen af Tegnsprogstolke
NOTE: Association of Sign Language Interpreters.
GDPR General Data Protection Regulation
HD High Definition
HIPAA Health Insurance Portability and Accountability Act
HTML Hyper Text Markup Language
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ICT Information and Communication Technologies
IGF-DCAD Internet Governance Forum Dynamic Coalition on Accessibility and Disability
IS International Sign (language)
ISO International Standards Organization
IT Information Technologies
KMS Key Management Service
LMS Learning Management System
MFA Multi-Factor Authentication
OCR Optical Character Recognition
RBAC Role-Based Access Control
SAML Security Assertion Markup Language
SDO Standards Development Organization
SL Sign Language
SLA Service Level Agreement
SMS Short Message Service
SRTP Secure Real-Time Transport Protocol
SSL Secure Sockets Layer
SSO Single Sign-On
STTF Sveriges Teckenspråkstolkars Förening
NOTE: Swedish Sign Language Interpreters Association.
STTR Speech-To-Text Reporting
TC Technical Committee
TLS Transport Layer Security
UI User Interface
UN United Nations
URL Uniform Resource Locator
VPAT Voluntary Product Accessibility Template
W3C World Wide Web Consortium
WASLI World Association for Sign Language Interpreters
WCAG Web Content Accessibility Guidelines
WFD World Federation of the Deaf
4 General
4.1 Basic assumptions about meeting participants
For the purpose of the present document, the following assumptions are being made on the characteristics of
participants in ETSI meetings.
Participants in ETSI meetings may have any individual or any combination of the following human impairments
(classification from World Wide Web Consortium (W3C) Diversity in Web Use ([i.5])):
• visual impairments: including any form of colour blindness, low vision, and blindness (substantial loss of
vision in both eyes);
• auditory impairments: including mild to moderate hearing impairments in at least one ear up to deafness
(hearing impairment that is substantial and non-correctable in both ears);
• physical impairments: including amputation (e.g. missing digits or limbs), arthritis (inflammation and damage
to joints), paralysis (loss of control over a limb or other part of the body), and Repetitive Stress Injury;
• speech impairments: including muteness (the inability to speak due to a multitude of reasons), dysarthria
(weakness or paralysis of the muscles required to speak), and stuttering; and
• cognitive, learning, and neurological impairments: including Attention Deficit Hyperactivity Disorder
(ADHD), autism spectrum disorder, perceptual disabilities (also called "learning disabilities" such as dyslexia
and dyscalculia), and seizure disorders.
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In all cases, it is assumed that the participants of ETSI meetings may use their individual assistive technology
(e.g. personal computers with Braille displays, or individual hearing aids) for compensating for their i
...