Accessibility Guidelines

Provide the Organizing Committee with presentation materials no later than one (1) week in advance of the symposium. The symposium will engage sign language interpreters and remote captioners. These support staff need access to the material to prepare for the event. We will also provide text and pdf versions of presentation materials to conference participants for the duration of the symposium in a restricted format (view-only, downloads not allowed).

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Incorporate multiple communication methods into your presentation. People access information in different ways so a mixture of text, pictures and diagrams will help you to deliver your message to your participants.

 

Creating Accessible Slides

Make your texts readable. It is recommended that presenters use a sans-serif font, such as Arial or Verdana, and that most text is at 28-32 point with titles being 36-44 point size. Also avoid any moving text animations in your presentation.

Use good color contrast. Using a dark text on a light background is easiest for delegates to read and engage with. Consider using a slide background in a light colour or off-white rather than bright white. A bright white background can make the text difficult to read for those with visual stress. Do not use colour as the only way to convey content.

Give every slide a unique title. People who have visual impairments may use slide titles to navigate and follow your presentations. 

Number your slides. Numbering your slides assists any delegates using a notetaker to link your speech to the visual image of the slide on their handouts.

Do not use flashing or strobing animations. If you are including material that already has strobing or flashing, such as a showing of a film or television show, remove the strobing from the original material or skip that portion of the material. If you absolutely must include something that has flashing or strobing (which, again, should really be avoided at all costs), then ensure you put a very clear warning in place before showing the material.

 

Ensuring Accessible Audio/Video

Make sure your audio is clear. Poor audio quality can make it hard for people to access the event and/or use apps that can help reduce background noise on call. Use a headset whenever possible to improve audio and find a quiet room where noise disturbances are minimal whenever possible.

Describe any audio or video material you present. Describe any images, read any text that appears on screen, and describe anything that you gesture at as if you were explaining it to someone who isn’t in the same room as you.

Contextualize any video material you present.  Provide a short summary of video before it starts, describing the setting, what or who is shown in general terms. During the video, if possible describe in short phrases any action, objects or scenes shown, if key to understanding. Voice the names of speakers if they are only identified by captions, or any other text on screen. If there is little space for description during the video, then you will need to provide more  beforehand.

Caption any video material you present. If a video example includes dialogue, be sure to include captioning of this dialogue, along with translations into English if the dialogue is in another language that is not English. CADET is a free, caption-authoring software tool that allows you to produce high-quality caption files and generate audio description scripts. Please be sure to also include a transcript of the dialogue of any video examples in the overall script of your presentation.

Describe Audience Participation. If there is audience participation be sure to describe that verbally, in order for the audience to understand who is speaking when. If there are questions or examples that include visual cues, you describe those aloud as well.

Consider the lighting of your surroundings. Make sure your face is well-lit and can be clearly seen while presenting.

 

Using Accessible Language

Prioritize clarity and inclusivity. Present at a comfortable pace that makes possible accurate CART transcription.  Avoid ableist and other negative language as well as any jargon, slang, or reference to assumed knowledge to be inclusive of all attendees. For some participants, English may not be their first language, and others may have intellectual disabilities that affect their understanding. Keep this in mind when drafting your contributions.

 

Additional Resources

Creating Accessible Materials, National Association of Disability Practitioners

Guidelines for Presentations, Society for Disability Studies

Guidelines for Conference Speakers, VocalEyes

How to Make Your Meetings and Events Accessible to the Disability Community, Rooted in Rights