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Room
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Large, quiet space with a flexible layout (i.e. not fixed tables and seating) and can accommodate more people than anticipated and with access to an outside area
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Lighting
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Room provides control over levels of light, both natural (e.g. windows have blinds) and artificial (e.g. dimmer switch or the ability turn off groups of lights around the room) sources
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Agenda
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Agenda is broken down into 20 to 30-min sessions with 10 to 20-min breaks in between
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Documents
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Printed materials are in large print (18 point and above), sans-serif fonts (e.g. Arial) and high contrast (e.g. black text on a yellow background) or in braille formats as required
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Documents have been sent out in advance; either printed or in a screen reader / text-to-speech friendly format (e.g. not PDF)
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Interpreting/lipspeaking
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Attendees have confirmed if they will be providing their own interpreters; if so, attendee/interpreters have confirmed any requirements for interpretation
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If you are required to provide interpreters:
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Interpreting needs of attendees have been confirmed (e.g. British Sign Language, hands-on signing, lipspeaking etc.)
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At least two interpreters (to allow interpreters to alternate and to have a break) have been identified, and both are NRCPD registered
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Interpreters have experience working with individuals who are deafblind
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Interpreters have experience working with scientific content (e.g. health, biomedical research etc.)
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Relevant materials relating to the content of the meeting, have been sent in advance to interpreters
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Audio communication tools
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Room is fitted with an audio induction loop
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Speech to text (e.g. captioner, palantypist) is available for those who cannot use the available sign language options
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There is sufficient easy access to power points for people’s accessibility aids (e.g. smartphones, tablets, e-readers, laptops etc.)
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Emotional wellbeing
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Relevant information on/access to patient organisations, peer-to-peer support; counselling is available
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Skilled/trained and sensitive facilitator
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