Inclusive and Accessible Events Checklist

Plan and Promote with Inclusion in Mind

RESEARCH

Choose an accessible virtual space/platform

✓ Screen reader accessible

✓ Keyboard Accessible

✓ Support for captioning (live or automated)

✓ Support for ASL – can an interpreter be pinned or put on spotlight<

✓ Support for Chat, Q&A and Hand Raising Features

Determine the types of accommodations that can be offered:

✓ American Sign Language (ASL) Interpreter

✓ Communication Access Real-time Translation (CART)

✓ Audio description

USE

✓ Alt-text — a written description for any image that covers the who, what, when, where, and why

✓ Tags for headings, lists, and links

✓ Color contrast (4.5 to 1)

✓  Sans serif fonts, like Arial, Calibri, Futura, and Helvetica

✓ Plain language — text that can be understood by all readers from the first read

✓ Person-first language – Person with a disability. People with disabilities. Person who is blind. People who are deaf.

SHARE

✓ Provided accommodations (e.g., audio descriptions or ASL interpreter)

✓ Contact person and deadline for any additional accommodation requests

✓ Registration methods and offer more than one way (i.e., online and phone).

Online Event Disability Etiquette

REHEARSE

✓  Do a tech test and familiarize yourself and know the keyboard shortcuts

USE (Presentation Materials)

✓  Alt-text — a written description for any image that covers the who, what, when, where, and why
✓  Tags for headings, lists, and links

✓ Color contrast (4.5 to 1)

✓ Sans serif fonts, like Arial, Calibri, Futura, and Helvetica

✓ Plain language — text that can be understood by all readers from the first read

✓ Person-first language – Person with a disability. People with disabilities. Person who is blind. People who are deaf.

START WITH ACCESS CHECK

✓  Ask about speed, volume, and video – “Am I speaking loud enough/too fast? Can I be seen?”

✓  Check in and ask if they need anything from you.

SHARE THE ACCOMMODATIONS AND HOW TO ACCESS THEM

✓  As an example, “For this webinar we have [accommodation] which you can access using [access method].”

✓  Review how to:

  • Mute
  • Pin the interpreter
  • Turn on captioning
  • Ask questions
  • Use keyboard shortcuts

ESTABLISH RULES (for participation and interaction)

✓  Only one speaker at a time because captioners/interpreters cannot caption/interpret for two people.

✓  Before speaking, state your name and affiliation because a person who is blind or on the phone can’t see the highlighted box of the speaker. You also can choose to describe yourself.

READ slides and describe images and videos

  •  Remember that not everyone can see the visual aids that you are using.
  • If you are playing any video in your presentation, include captions for deaf/hard of hearing communities and an audio description for the blind/low vision communities.

RESOURCES

Accessibility Guides (prepared and compiled by the NYC Mayor’s Office for People with Disabilities)

DMFA Webinars