Whether we are hosting events in-person or virtually, there are important accessibility decisions to consider throughout the planning and execution stages of an event. The following information helps walk through accessibility guidance in the pre, during, and post-event stages.
Pre Event
- Create and share accessible invitations and other event marketing and registration materials.
- All promotional materials should be created with accessibility in mind, using the Top Tips for Accessibility as guidance.
- Before converting to a PDF, make sure that you have created an accessible source document.
- Creating Accessible Files Tutorials
- If using Canva, please use the Canva Accessibility Checker and export the file as a PDF. Canva files are often exported as images, which are not accessible.
- Do not use any image file as an invitation: Words within an image are not accessible to all users.
- If you use an image file as an invitation, you must include the text in the image in the body of your message (i.e., email, social media post, web page).
- Consider the type of form you are using for registration to make sure it is accessible. We can recommend accessible form types and/or review your forms for accessibility.
- Include an Accommodations Statement on all registration and marketing materials.
- Provide multiple ways for someone to contact the event host(s) to request accommodations.
- Provide a reasonable deadline for requests. Remember that sign language interpreters and live captioners require a longer lead time.
- All requests must be followed up on, and the person making the request is the expert on what they require for access.
- Provide live captioning for speakers at the event. Request live captions through the Event Accessibility Request form.
- An exception to this is if someone requests a higher level of captioning as part of the accommodation process.
- Digital Accessibility will assist with captioning at no cost to the event organizers. This will require a meeting with our team and a test captioning run.
- If you plan to share a lot of information with attendees, consider consolidating links (created accessibly) on a Google Doc or web page that can be shared during the event for people to access during and after the event.
During Event
- Virtual Events: Enable live captions in Zoom as part of regular practice. Participants can choose whether or not they utilize the captions, but the meeting or webinar host must enable them each time.
- Designate someone to be available via chat (if virtual) and otherwise for anyone who may have issues with access during the event (tech support, captions not working, etc.). Clearly explain to attendees at the beginning of the event how to report issues.
- Describe on-screen visuals for slides shown during the event.
- Provide captions for any pre-recorded video shown during the event. Reach out to accessibility@olemiss.edu or complete the Event Accessibility Request form for assistance with captioning of pre-recorded video.
- Enable live captions if they are available for attendees. Be sure to share the link to the captions widely with participants.
- Have only one person speaking at a time to reduce confusion and also help with captioning accuracy in virtual events. When there are multiple speakers, each should identify themselves before speaking.
- Avoid flashing or blinking content that can cause serious medical issues for people with conditions like epilepsy or migraine.
- Avoid asking questions that could lead to uncomfortable self-identification of a disability. For example, avoid asking “can everyone hear me?” or “can you all see this?”
- Provide a microphone that allows all participants to ask questions from the audience.
Post Event
- If posting or widely distributing the recorded event (whether originally in person or virtual), captions must be corrected before posting).
- DIY Captioning Options
- Contact UM Digital Accessibility to have your videos captioned.
- Post-event surveys should be provided using accessible software. Google Forms, Microsoft Forms, and Qualtrics are the recommended tools.