What is this guide about?
This is a guide on how to make and ensure board meetings are a safe accessible space for children and young people to be able to actively take part in meetings. This guide was created in 2023 and then reviewed in January 2026.
This guide has been co-produced with ATLAS members and is based around this action card:
"As young people with additional needs and disabilities, we would like professionals to ensure that board meetings are accessible and a safe space for us to share our views. Professionals need to know how to listen to people with lived experience”
Tips on how to make board meetings accessible for children and young people when you want to involve them directly:
What to Prepare Ahead of the Meeting
- If you'd like children and young people to attend organise the meeting in the evening as this is more accessible for young people.
- Email a copy of PowerPoint presentations and documents that will be used ahead of the meeting as this will allow everyone to be able to read at their own pace.
- Give attendees an option to fill in question sheets before the meetings as this allows additional time for processing.
- Make sure there are opportunities and methods for young people to feedback after the meeting, such as a debrief, as they may value to processing and reflecting on what’s been discussed.
If triggering or difficult content is going to be discussed, let the attendees know beforehand and consider if these topics are necessary for the meeting.
What to Have at the Meeting
- Try to create as much of an informal meeting as possible as if its too formal it may feel uncomfortable and intimidating to young people.
- Have clear agenda, that is printed out, so everyone can stay on topic.
- Make sure resources are accessible and support screen readers.
- If the meeting is online, allow for closed captions so young people can have support to follow along
- Don't use acronyms or if you use acronyms explain the terminology to limit confusion.
- If meetings are in person, offer a hybrid option for those not able to attend in person.
- Include regular screen breaks, this will also allow children and young people to get refreshments.
- Have fidget items available and support the use of comfort items. Young people should be encouraged to regulate and not made to feel like this is inappropriate
Communication and Engagement at the Meeting
- Have visuals and set questions
- Do not randomly pick on young people to answer questions as they may not be prepared. Have set times where young people can contribute or a way for them to signal that they are open to being called on e.g. traffic light cards
- Using polls is an effective way to engage, decide on plans and see visually what everyone is thinking. Polls can be complete anonymously. Mentimeter and Mural are two software examples that can be used.
- If you use a poll feature, explain how to use them as this can be confusing especially with software that a person has not used before.
Things to Keep in Mind When Working With Children and Young People
- Be considerate and appreciative of young people’s views and opinions and make them feel like you are taking their experiences and ideas seriously. Children and young people are experts by experience, they know what challenges young people might face
- Please avoid asking direct questions about children and young people's personal experience, make sure your questions are generic and not specific to a young person's experience. This is important to young people
- Understand that young people do not have to answer questions they do not feel comfortable with and that this shouldn't be forced on the young person either.
There may be times when it is not possible for young people to attend a board meeting or they may not want to participate in person. Here are some ideas ATLAS had about how to make sure young people’s voices are included even if they are not at a board meeting itself.
ATLAS created this guidance for their work with the Additional Needs and Disabilities Partnership Board as young people representatives.
Tips on how to make board meetings accessible for children and young people when you want to involve them indirectly:
- Even if young people are not attending a meeting, where appropriate, the opportunity should always remain open. When young people do attend, the Board should follow the How to Make Board Meetings Accessible document.
- In advanced, young people can propose themes for upcoming board agendas (e.g. mental health, transport, transition to adult services) so their priorities can influence partnership agendas, discussion and decision
- The more accessible we make board meeting information, the better for everyone, whether they are young people or not. Board papers should be clear, not too long and easy to understand.
- Even if young people are not there, they should still be able to send feedback or questions. This could be in a variety of ways — video, audio, written, or quick surveys.
- Where possible, professionals should promote these opportunities online and on social media to encourage feedback from a wide range of young people.
- Board meeting packs could include a one page or easy read ‘cover sheet’ that can highlight the key issues and information. After a board meeting it should summarise the decision and expected impact, so young people can understand what’s being talked about and what will happen as a result.
- Dedicated review sessions can be organised with representatives from boards. For example, a ‘Follow-up and Look-ahead meeting’ can be a space to go through key items and talk about the impact of young people’s feedback.