Ensuring An Event is Inclusive and Engaging for All Attendees

Why Should Your Event Be Inclusive for All?

Whether in-person or virtual, an event should be inclusive to ensure that all individuals have equal access to participate, engage, and benefit. Inclusive events promote equity and accessibility, providing everyone, regardless of their abilities, with the same opportunities to attend, contribute, and gain value from the experience. This not only fosters a more welcoming environment but also reflects a commitment to diversity and respect for all participants.

Accessibility Announcement for Virtual Participants

At the beginning of the event, the facilitator will provide an overview, both verbally and in the virtual chat, on how to use available technology and accessibility features. This includes instructions for accessing captions, transcripts, recordings, and any other accommodations that have been arranged.
All participants will also receive a digital copy of written instructions outlining how to use these features and where to locate them.
If you encounter any accessibility issues or have concerns during the event, please don’t hesitate to reach out. You will be given clear guidance on how to request support, along with contact information for staff or helpful resources.

Provide Visual Descriptions

When presenters offer a visual description of themselves, it paints a picture for the audience and provides an additional way to connect, relate, and understand their perspectives. When introducing yourself at the event, verbally describe yourself and your surroundings.
Please verbally describe yourself and your surroundings. This allows Blind/Low-Vision attendees, Deaf or hard-of-hearing attendees using their interpreter or captioners to speak via Video Relay Service (VRS), attendees sitting in the back of the conference room, or attendees participating by phone or without a screen (e.g., people driving); this gives all an opportunity to engage and participate. Include key visual characteristics about each presenter, for example, how a sighted person might remember someone by their statement necklace or unique hairstyle.
As part of your introduction, briefly describe your appearance (including optional identity markers or pronouns), your background (e.g., wall color or objects), and acknowledge the Native Land you are on. Here is a simple format you can follow: “Hi, I am (name and job role). I am going to do a short image description of myself for attendees. I have (color hair) and am wearing (color of shirt, unique accessories).
Do not force all participants to have their cameras on. It is okay for an audience member to keep their camera off.
To learn more about this topic, review the following article: Why Keeping the Camera Off Creates Inclusive Virtual Meetings.

Communicating with Awareness of Audience Diversity and Accessibility

Recognize diverse identities and needs: Your audience may include individuals with both visible and invisible identities and accessibility needs.
Use inclusive communication techniques: Communicate through words and tone of voice, rather than relying solely on facial expressions or body language, which may not be accessible to everyone.
Speak clearly and respectfully: Use a slow, clear, and respectful tone to ensure that all attendees can follow.
Avoid acronyms and jargon: Refrain from using acronyms or abbreviations, as they can be confusing or alienating, and may assume familiarity that not all participants share.
Respect multifaceted identities: Understand that identity is complex and personal. Always honor how individuals choose to identify themselves.
Pronouns and identity are optional to share: It’s okay if someone chooses not to share their pronouns or identity. Participation should never require disclosure.
Never make assumptions: Even if you know attendees personally, do not assume that someone’s disability, ethnicity, race, culture, or gender is something they want to highlight in the context of this event.
It’s okay to ask respectfully: You can say, “I want to respect how you want to be identified. Do you prefer person-first or identity-first language?”

Please reference the following Best Accessibility Practices Articles to help you create and deliver a presentation that considers the audience's varied abilities and will maximize participation for everyone.

Best Practices for Inclusive and Accessible Presentations

Ensure Visibility and Lighting: Be in a well-lit area when speaking so participants can see your face. This is especially helpful for individuals who read lips or for events that are being recorded or live-streamed.
Verbalize Visual and Audio Cues: Verbalizing visual or audio information provides essential access for all participants, enhancing learning and promoting equity.
Offer Movement Breaks: For longer events, incorporate short breaks (e.g., five minutes) to allow participants to stretch, get water, or use the restroom.
Use Clear and Inclusive Language: Speak in plain language when appropriate and explain all acronyms, terms, and names you plan to use during the presentation.
Identify Yourself When Speaking: When transitioning between speakers, always state your name and preferred pronouns. Repeat this identification each time you speak so that all participants, including captioners and interpreters, know who is talking.
Check for Clarity and Pace: Ask attendees if they can hear clearly or if anyone is speaking too quickly. Adjust as needed to support comprehension.
Repeat Audience Contributions: Always repeat audience questions or comments into your microphone. This ensures that everyone, including captioners and interpreters, can follow the conversation.

Why It’s Essential to Describe Visual Features in Presentations

Describing visuals aloud is essential for individuals with low vision or blindness, helping all attendees better understand and retain information through multiple senses. Always verbally share content shown on slides, and describe the appearance of spaces, objects, charts, graphs, and people.
If your presentation includes loud sounds, flashing lights, or rapid visual changes, give a 20-second verbal warning to ensure the safety of those with sensory sensitivities or seizure risks.
Be mindful that some audience members may be unable to see, hear, move, speak, or process certain formats. Use readable fonts, consider color contrast, and give time for participants to read slides.
When sharing visual data (e.g., charts or infographics), describe trends, colors, and labels. Before playing videos, give a brief description and ensure media includes closed-captioning and, if needed, audio description. Offer alternative ways to participate for those with limited mobility.

Additional Resources