Access at your Virtual or Hybrid Event
Event Design and Content
The information and considerations below will assist in ensuring an inclusive and accessible experience for all participants. If you have any questions or concerns, please contact us at email@example.com
Build-in opportunities for feedback and open communication with your participants.
- Consider communication during your event, how will participants contact you or the presenter?
- Provide information about how activities will be conducted.
Post content in multiple formats. For example, if you post PDF versions of your PowerPoint, consider posting the PowerPoint file as well to allow participants to choose their viewing preferences, and those using assistive technologies can access the text.
- Create accessible Word, PowerPoint and PDF Documents
- More on Universal Design for Learning (UDL):
Inclusive and accessible presentations
Event planners should share this information with presenters before the event so they can ensure their presentation and materials are accessible and universally designed.
- Use a microphone
- Repeat questions/information from both audiences so everyone can participate.
- Describe charts/graphs or other graphics
- Read content aloud if it’s not incorporated into your speech
- Techniques for inclusive and accessible presentations
Audio/video content accessibility
- Only use captioned multimedia content
- Tip: Include the word "captioned" in your search for media.
- Captions should be enabled on pre-recorded videos.
- There are many resources for automatic, machine generated captions which can be used with common applications such as Zoom, PowerPoint 365, Panopto, etc.
- Turn on Zoom Live Auto Transcript
- If you have participants who request disability-related accommodations for communication access, DRC will work with you to ensure your event is captioned. Submit a request for accommodations.
- If providing handouts, ensure they are accessible documents.
Follow up after your event
Include questions about access on any event evaluations or assessments. For example:
- Were you able to request disability-related accommodations?
- Were you able to fully participate in this event?
- Do you have feedback on how to make this event more accessible next time?
Reflect on any accessibility-related issues and how to design differently in the future.
Consult with DRC to ensure access and accommodations. Contact us at firstname.lastname@example.org.