Clear communication during presentations provides equal access and inclusion for all attendees. The following best practices are intended to support effective and inclusive presentations.
Speaker Accommodations
- Always ask invited speakers if they need any accommodations (e.g., a ramp, a podium adjustment, a specific type of microphone).
Printed and Electronic Materials
- Provide handouts or presentation materials in advance to allow conversion to alternative formats (e.g., large print, Braille, accessible electronic files).
- Ensure that all printed materials are as large and readable as possible. To maximize readability, slides and transparencies should not have more than eight lines of text.
Event Opening
- Announce the start and end of the presentation.
- Describe verbally the locations of emergency exits, food and beverage areas, restrooms, and where to find event staff.
- Inform attendees at the start of any planned activities (e.g., reading, writing, moving about the room) and ensure accommodations are available for full participation.
- Announce if there will be scheduled breaks and approximate timing.
Presentation Content
- Articulate all information presented on slides and describe all visual materials (e.g., slides, charts, videos) verbally.
- Ensure all videos are captioned. Use captioned films, videos, and slide shows whenever possible. If unavailable, provide a script or transcript.
- Provide advance copies of reading materials if reading aloud, and pause when adding unscripted comments.
- Ensure slides and handouts are accessible:
- Slides should have no more than eight lines of text.
- Use large, clear fonts.
- Ensure enough space on presentation screen for captioning (generally four lines) and ensure captions are large enough to be viewed from the back of the room.
Accessibility During Presentation
- Use the amplification system provided.
- Face the audience when speaking; avoid covering your mouth to support lip-reading. If wearing a mask, consider using a clear mask.
- Avoid unnecessary strobe lights, loud sounds, or strong scents during the presentation.
- Avoid inaccessible tools, apps, or icebreaker activities
Audience Engagement
- Use a roving microphone for audience questions.
- Repeat audience questions into the microphone before responding (if a microphone is unavailable, repeat questions aloud).
- Allow participants to submit written questions.
- Periodically check in with participants to ensure they are following the presentation.
- Ensure that only one person speaks at a time during discussions.
Working with Interpreters and Captioners
- Ensure interpreters are visible, even when lights are dimmed.
- Do not walk in front of interpreters while they are signing.
- Slow your speaking rate if you tend to speak quickly.
- Speak directly to the person using the interpreter, not the interpreter themselves.
- Spell out unusual terms, names, and foreign words.
- Allow additional time when using slides or referring to handouts, as participants cannot watch the interpreter and read materials at the same time.
- Notify organizers if you plan to split attendees into small groups, so additional interpreters can be arranged if needed.
Breaks and Rest Periods
- For longer programs, schedule regular breaks approximately every hour to hour and a half to accommodate attendees, service animals, interpreters, CART providers, and note takers.
Excerpted from Kailes, June and Jones, Darryl. A Guide to Planning Accessible Meetings.
Disability Etiquette/Communication Considerations
- Focus on the person, not their disability.
- Use people-first language
- Do not assume an individual needs assistance. Wait to be asked before offering assistance.
- Talk directly to the individual, not the interpreter, companion, or attendant.
- Be polite in greeting; shake hands.
- Listen carefully, wait to reply until individual has finished speaking.
- Be sensitive about physical contact and space.
- Respect an individual’s privacy.
- Do not make a decision on behalf of a person with a disability regarding what they can/cannot do.
