Developing Agendas and Presentations
When setting the schedule for an event and determining the content and format of presentations, there are several things to consider that impact the accessibility of the event. For example, include frequent and longer breaks during the agenda in keeping with adult learning best practices and to allow sufficient time for individuals with limited mobility to use the restroom. Provide accommodations for any after-hour activities scheduled as part of the event. When planning interactive exercises, identify and eliminate in advance any access issues that may arise.
As the event host, it’s your responsibility to ensure your presenters are providing accessible presentations. Integrate access expectations at all points of contact with presenters, including the request for proposals and presenter contracts. Discuss access as part of the presenter responsibilities and provide access guidelines for presentations, handouts, and during the presentation. Review and provide feedback on the accessibility of the content and materials prior to the event.
Resources you can use
- Presentation Accessibility Guidelines. Developed to be shared with presenters, these guidelines cover common access considerations, including understanding Deaf culture, using people first language, and creating accessible handouts, among others.
- Request for Proposals. This sample call for proposals includes accessibility considerations for materials, guidelines to follow during presentations, and various learning considerations. Including this information in the call for proposals is the first of many opportunities to emphasize your expectations regarding access.
- Meeting Guidelines. As part of the agenda and other materials that meeting hosts develop, create a set of meeting guidelines that address the safety and accessibility of all guests. This can address such things as maintaining the current room set to allow for accessible aisle ways, using microphones, and asking permission before taking photos.
- Creating Accessible PowerPoint Presentations. Developed by Microsoft, this article provides information on how to create PowerPoint Presentations that are accessible to people with disabilities.