Accessible Online Events

 

Online Events

The following guidelines were developed by NAACA to promote accessibility at online meetings and webinars.

The webinar organizer can facilitate accessible webinars by:

  • Slide to be read aloud by moderator/chair person prior to presentations and meetings: https://isaac-online.org/wp-content/uploads/Communication-Access-Slides.pptx
  • Ensuring the registration website conforms to Web Content Accessibility Guidelines (WCAG).
  • Using an online learning platform, such as Zoom, or Go to Meetings, that provides a  range of accessibility features that people who use AAC may require, such as options for typing, captioning, chat box and keyboard equivalents for functions such as mute/unmute, raise hand etc.
  • Develops a web page that describes the accessibility features that will be provided at the virtual event.
  • On the registration form, asking registrants to identify any specific accommodations they need to present, moderate or participate at the event.
  • Responding to unique accessibility requests that can be accommodated and explaining why an accommodation may not be provided.
  • Including a way for registrants to identify that they will be using a support person to assist them with communication at the event and, if applicable, waiving the fee for the support person.
  • Identifying a moderator and a reader.
  • Sharing a link to a video or a web page with accessibility guidelines for moderator, reader, presenter and participants
  • If possible, providing accessible handouts and slides ahead of time.
  • Providing technical assistance, if required, to access the event.
  • Providing an accessible feedback/evaluation tool.
  • Having a procedure in place to address complaints or accessibility requests that cannot be provided.

 

Moderator

The moderator or chair person of an online session can facilitate accessibility by reminding people to make the session accessible to all by:

  • Assigning a chat box reader and explaining that they will read typed questions or messages.
  • Explaining and showing how participants can ask questions by either:
    • Typing in the chat box. Please put ROL (Read Out Loud) after the message to be shared. The reader will read the message aloud at the appropriate time.
    • Use the raised hand icon or keyboard equivalent to indicate you want to speak or communicate using a device. The reader or moderator will keep track and call on the participant at the appropriate time.
  • Reminding presenters to describe pertinent graphics, videos, and other visuals to the extent needed to understand the presentation.
  • Ensuring that all participants, especially those who use AAC, are provided with sufficient time and opportunity to participate using their preferred communication method.

 

Chat box reader

An assigned chat box reader can facilitate communication at an online event by:

  • Finding out from chairperson when they want chat box messages read aloud or raised hands called upon.
  • Keeping track of raised hands and chat box messages.
  • Reading chat box messages marked ROL in the chat box and/or calling on participants who have raised hands.

 

Presenter who does not use AAC

A presenter can facilitate communication at a webinar by:

  • Being mindful of participants’ accessibility needs.
  • Using inclusive and respectful language.
  • Checking that they have a good, stable, high speed internet connection ahead of the session.
  • Testing out sound and screen sharing ahead of time with the organizer.
  • If using slides:
    • Use a sans serif font that is at least 22 point.
    • Use a light-coloured background with dark text.
    • Use a PowerPoint theme to structure your presentation, with only short sentences and/or bulleted phrases (about 4 lines of text/40 words per slide).
    • Describe all meaningful graphics (such as photos, images, charts, and illustrations).
    • Address all the information shown on your slides.
  • If appropriate, using plain language and providing handouts in accessible formats.
  • Speaking clearly and at a reasonable rate and volume to accommodate captioning/understanding/English as second language.
  • Verbally describing pictures, graphics and videos shown to the extent needed to understand the presentation.
  • If possible, using captioning for all videos.
  • Explaining any acronyms used in presentation.
  • Arranging breaks if presentation is more than an hour.
  • Allowing the option to ask questions/contribute using the chat or question box as read by the reader or via raised hand.
  • Allowing sufficient time to receive questions from participants who use AAC and to answer their questions.

Read Tips for Presenters

 

Presenter who uses AAC

A presenter using Augmentative and Alternative Communication (AAC) can facilitate communication at a webinar by:

  • Informing the organizer of the event about additional accessibility requirements you may need.
  • Determining how they want to communicate during the presentation and question/answer period, such as with a communication device, having someone read a prepared presentation, having an audio recording of their presentation or using a communication assistant. AAC users may use a variety of ways to communicate during a webinar.
  • If using a communication device, consider:
    • Programming the device ahead of time.
    • Checking for clarity in terms of rate of communication, pronunciation and volume.
    • Checking distance from computer to be heard and seen.
    • Ensuring the device is fully charged.
    • Accompanying speech output by showing the text on a slide, using a split screen or transcribed in a handout.
  • Introducing a communication assistant if using one.
  • Making sure people can see the AAC user and their communication assistant if using to read prepared presentation or a communication board.
  • Having someone control the slides, if required.
  • Arranging a dry run ahead of the webinar to make sure everything is working.
  • If using slides:
    • Use a split screen (one to show the slide and one showing the text of what is being spoken using a device).
    • Use a sans serif font that is at least 22 point.
    • Use a light-coloured background with dark text.
    • Use a PowerPoint theme to structure your presentation, with only short sentences and/or bulleted phrases (about 4 lines of text/40 words per slide).
    • Keep it short – as a rule, one slide for every two minutes of speaking time.
    • Describe all meaningful graphics (such as photos, images, charts, and illustrations).
    • Address all the information shown on your slides.

 

Participants

Participants can facilitate inclusive meetings by:

  • Providing sufficient time for everyone to convey their message.
  • Being respectful by not talking or doing other things when an AAC user is generating their messages.

 

Watch NAACA video instructions for online events at: https://drive.google.com/file/d/1Zs7e7nZ1Udo2miezo2J4ek-OSHWZKFgT/view

Read Accessibility for Online Events

 

 

 

 

 

 

 

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