You may be able to provide valuable input about communication rights and using AAC on committees and panels.

There are different types of meetings. For example:

• Advisory panels
• Task force committees
• Steering committees
• Board of directors meetings

This lesson gives you some information about committees and suggestions for communicating at these meetings.

Meetings have different structures. Some are more formal than others.

Some members are invited and some committees ask people to apply to be a member.

Before joining a committee, it is a good idea to ask for its Terms of Reference.

Terms of Reference is a document that tells you about the committee.

For example:

• the purpose of the committee
• how it works
• how often it meets
• where and when it meets
• its membership
• who does what
• how long you are expected to stay on the committee

Some meetings are face-to-face which means people need to be physically present.

However, many meetings are now taking place via telephone or over the internet (e.g. Skype or Webex).

Some people who use AAC experience challenges using the phone and prefer to use Skype or Webex because they can be seen and can type their messages.

Using the phone or computer means less travel which is convenient for many people who use AAC.

Some committee members have special roles. These include:

• The chairperson who is in charge of running the meeting.
• The secretary who takes minutes (notes of what is discussed) and shares these with committee members.
• The treasurer who is in charge of the committee's finances.

Committee members discuss and approve the work of the committee by voting on issues.

All meetings are different. However, here are some things that usually happen.

• The Chairperson calls the meeting to order (starts the meeting)
• The agenda is reviewed and agreed upon
• The items are discussed one at a time

• For items that need to be voted on, someone proposes a motion
• Members vote to accept or reject the motion
• The Chairperson closes or adjourns the meeting

Agenda: the plan for the meeting.

Motion: a formal statement for discussion and voting.

Mover: the person proposing the motion.

Amendment: a modification to a motion.

Consensus: a decision acceptable to all members.

Bylaws: a document outlining how the organization runs.

Minutes: a written record of the meeting.

Quorum: minimum number of people needed for a meeting.

People who use AAC can experience challenges when communicating at meetings. Some of these include:

• Difficulty interjecting comments and opinions
• Conversation can be out of sync
• Miss out on what is being said when constructing messages

Discuss your accessibility needs with the Chairperson before the meeting.

Here are some suggestions:

• Ask for the agenda ahead of time
• Make sure people know your signal that you have something to say
• Tell people what to do when you are constructing a message
• Tell people what to do if they don't understand you

If needed, arrange for a communication assistant to support you communicating at the meeting.

In some situations, a committee may pay for your communication assistant.

If you are attending an online meeting, it is a good idea to tell people what works best for you:

• Text (typing out their messages)
• Video (seeing them when they are listening and communicating)
• Audio (hearing their device or communication assistant)