Virtual meeting technology
Look for these features when setting up your virtual meeting space:
- Enable the closed captions feature: This will allow participants who need it to turn on automated closed captioning in meetings.
- Enable “always show meeting controls”: Zoom controls will remain up, improving user experience.
- Enable the “mute participants upon entry” feature: Participants will be muted by default when entering the meeting, resulting in less disruptions.
Designate a person to assist with technical issues that may arise for participants.
Adapted from Yale University’s “Accessibility Best Practices for Zoom Meetings” (https://usability.yale.edu/digital-accessibility/accessibility-resources/accessibility-articles/zoom-meetings)
Presentation Materials
- Ensure presentation materials are accessible. Materials, including PowerPoint presentations and handouts, must be accessible. Tips include:
- Alternative (Alt) Text – Alt text describes images and other graphics in documents or on websites. Blind or low-vision individuals use alt text to describe these images and to give context as to why the image is there. The alt text is picked up by their screen readers. Alt text descriptions should be short and include essential information that conveys what an image looks like and means.
- Headings and Structure – Headings are like “road map” signs—they provide structure for the information and lead readers through the document. Using the headings function allows screen readers and other assistive technology to better navigate a document. Headings should be in a logical order, and subheadings should appear underneath main headings.
- Colour/Font - Check the colour contrast and font size in your documents. Avoid using light colours and use a font that is at least 12 to 14 point. Consider using a sans serif font, which is easier to read.
- Provide accessible copies of the entire presentation, including handouts, before the webinar. This enables webinar participants to review the information ahead of time so they can focus on listening to the presenters.
During Presentation
- At the beginning of the event, identify to participants which accessibility services are available as well as any accessibility functions within the online platform.
- Ask meeting participants to turn their cameras on when they are speaking, if possible, and to state their name each time they speak so captioners and attendees know who is speaking.
- Ask speakers to, when possible:
- look directly into the camera when speaking
- ensure they are in a well-lit space
- have a plain background behind them on camera
- Ask all participants to mute their microphone when not speaking to reduce background noise.
- Ensure all graphics and images that are referenced during the meeting, such as in PowerPoint presentations, are described. Don’t assume everyone can see what is on the screen.
- Use plain language when speaking.
- Ensure the captioning on the screen does not cover the content of presentations.
- Whenever possible, encourage participants to use the chat feature, which provides an additional way for participants to communicate.
- Don’t assume everyone can see the messages, and be sure to read them aloud when referencing them.
Adapted from the Government of Nova Scotia’s Guide to Planning Accessible Online Meetings and Events (https://novascotia.ca/accessibility/docs/online-Accessible-Events-Guide.pdf)