Meetings and Presentations

Meetings and presentations should conform with all WCAG 2.0 requirements.

Online meetings and presentations follow similar accessibility guidelines for video content, but include some interactive requirements (e.g. audience participation).

Accommodations Requests

You should ensure the audience has an opportunity to request accommodations well before online events (e.g. meetings, conferences, events, classes) to create an inclusive and accessible environment:

Students should contact Disability Services about accommodations needs for classroom, lab, and exam activities, both online and in-person.
A notification should be provided in text format, e.g. "To request disability-related accommodations, please contact [email address] or call [phone number]." before each online event to have ample time to address accommodation needs.

Please note major accommodations already being provided at an event. For example, Zoom provides automated live transcribing. That may be enough for most audience members, so that would reduce the number of accommodation requests if they know the event will take place over Zoom. Yet, if someone needs more than automated live captioning, such as live human transcribing (CART services), they would know to ask for that additional accommodation ahead of time for the event organizer to prepare.

Online Meeting Etiquette

How are discussions or interactions addressed (e.g. how is the chat room monitored, questions answered throughout or at the end, use of components like polling or Q&A).
Mute all attendees and control distractions.
Ensure that all attendees know to mute their microphones. If someone else needs to present or speak, unmute that person.
If meeting attendees are allowed to speak freely, ensure that everyone else knows to be silent, so the sound is not cut off on the person speaking.
Where possible, provide accessible presentation materials in advance.

You may need to be closer to the microphone or adjust your volume.
If someone asks a question or provides a statement not heard over the microphone, repeat it for the online audience before answering or responding.
Especially when using an auto-transcription service:
- (Change of Speaker) Note each change of speaker aloud, such as introducing the next speaker before they speak and each time the next speaker asks/answers a question.
- (Technical Words or Jargon) Define or spell out abbreviations/acronyms when they are introduced, so they can be referenced later.
Whether using automated or live transcription services, speakers should talk at a level pace. If a speaker talks too fast, the transcription will miss some content. If speakers talk over each other, the transcription will miss some content.

Confirm that your audience can see the screen you intended to share.
If you are demonstrating an action or view on your screen, make sure your audience can see it – you may need to zoom in or enlarge text upon request.
Ensure presentations (e.g. PowerPoint presentations) include appropriately contrasting colors, so your audience can see the information.

Accessible Meetings and Presentations

Accommodations Requests

Online Meeting Etiquette

References

EIR Accessibility Coordinator

Karole Schroeder

Accessible Meetings and Presentations

Accommodations Requests

Online Meeting Etiquette

Make sure the audience can see and hear the presentation

Address housekeeping / lecture features at the beginning

Describe actions or important images

Speak loudly and clearly

Manage interruptions and disruptions

Include audience members using the chat room

Present important content on your screen (Screen Sharing)

References

Guides and How-To's

EIR Accessibility Coordinator

Karole Schroeder