Creating an Inclusive Club Experience for All Members
Joining a club is one of the most rewarding ways to spend your time. Whether you gather to play cards, share gardening tips, plan community service projects, or simply enjoy good conversation, clubs build friendships and give you something to look forward to with each session. When members have hearing loss, there are a few simple steps you can take to make the group more inclusive.
Choose the Right Meeting Space
The location of your club meetings can make a huge difference for members with hearing loss. Look for a quiet, enclosed space with soft surfaces like carpet, curtains, or upholstered furniture, which help absorb sound and reduce echo.
If possible, avoid busy coffee shops, restaurants during peak hours, or rooms near kitchens and traffic. A library meeting room, a member’s living room, or a community center during off-hours can be perfect. Good lighting is just as important as sound control, since many people with hearing loss rely on lip reading and facial expressions to follow along.
Keep Group Sizes Manageable
Large groups can be overwhelming, especially when several conversations happen at once. Try to keep your club small enough that everyone can sit in a circle and see each other clearly.
If your club has grown popular, consider splitting into smaller breakout groups for discussion portions. This makes it easier for members to follow conversations, take turns speaking, and build closer connections. You can find more ideas for small-group settings on our guide to hosting a hearing loss-friendly book club.
Reduce Background Noise
Background noise can be one of the biggest challenges for anyone with hearing loss. Before your meeting begins, turn off televisions, mute background music, and consider closing windows if there is outdoor noise.
If you are meeting in a space with a noisy heating or cooling system, try to sit as far away from it as possible. Encourage side conversations to wait until after the official meeting wraps up, so everyone can focus on the main discussion without competing sounds.
Share Written Materials Ahead of Time
Written communication is a wonderful tool for inclusion. Send out agendas, discussion questions, or meeting notes a day or two before you gather. This gives members with hearing loss a chance to review the material in advance, so they can follow along more easily.
During the meeting, write key points on a whiteboard or shared notepad. Afterward, send out a summary by email or text. For members who prefer phone conversations, a CapTel captioned telephone makes it easy to follow up on details they may have missed in person.
Establish Clear Communication Habits
A few simple group habits can make conversations flow much more smoothly. Encourage members to speak one at a time, face the group when talking, and avoid covering their mouths. Remind everyone to speak clearly at a natural pace, without shouting or exaggerating their words.
It also helps to call out the topic before diving in, so members know what is being discussed. If someone misses something, repeat or rephrase the comment so that you are sure everyone understands.
Use Helpful Technology
Technology can be a real game-changer for clubs. Many smartphones and tablets now offer live captioning apps that transcribe spoken words in real time. These can be placed in the center of the table during meetings so members can follow along visually.
If your club ever meets virtually, choose a video platform with built-in captions and make sure everyone knows how to turn them on. Our guide to the best apps for hearing loss offers great recommendations to explore with your group.
Arrange Seating Thoughtfully
Where members sit matters more than you might think. A circle or U-shape seating arrangement allows everyone to see each other’s faces, which makes conversations easier to follow.
Avoid long rectangular tables where members at one end may struggle to hear those at the other. If a member uses a hearing aid or cochlear implant, ask if they have a preferred side or seat. A small accommodation like this can make a big impact on their comfort and participation.
Welcome Feedback from Members
The best way to know if your club is truly inclusive is to ask. Check in with members regularly to see what is working and what could be improved. Some people may feel shy about speaking up, so consider sending a quick survey or having one-on-one conversations.
Be open to trying new approaches as your club evolves. Inclusion is an ongoing process, and small adjustments over time can make your group feel like home to everyone.
Build a Welcoming Club Community
Making your club hearing loss-friendly is really about being thoughtful, patient, and welcoming. Simple choices like picking a quiet space, sharing written notes, arranging seats in a circle, and using captioning tools can transform your gatherings into spaces where every member feels valued. With a little planning, your club can be a place where friendships grow and everyone leaves feeling connected.
Clear phone communication matters just as much outside the meeting room as it does inside it. CapTel captioned telephones display every word a caller says in real time, so members with hearing loss can keep up with the conversation by phone with the same confidence they feel at your club gatherings.
Foster connection in your club:
- Learn how a captioned phone supports clear phone communication for people with hearing loss
- Find out which CapTel phone model might be the best fit for a member
- See if you or a member qualifies for a CapTel phone at no cost with a Third-Party Certification of Eligibility
- For group questions or to learn more, call CapTel at 1-800-233-9130
Strengthen your community: More tips on building inclusive communities | Explore the CapTel blog | Share this guide with your members
