Clear communication during presentations provides equal access and inclusion for all attendees of the event. The following best practices are intended to assist presenters in providing clear, effective and inclusive communication.

  • Announce start and end of presentation.

  • Describe verbally locations of the emergency exits, food/beverages, restrooms and a location where someone can locate a staff member. 

  • At the beginning of the event, announce verbally what access is provided and who to contact at the event for any access questions or concerns.

  • Inform attendees at the start of any activity (such as those that require reading or writing or moving about the room) and ensure that there are accommodations so that all can fully and equally participate.

  • Avoid the use of strobe lights, unnecessary/unusually loud sounds, and exceptionally strong scents.

  • Avoid the use of any inaccessible tool or device, e.g. non-accessible icebreaker activities. Inaccessible tools, devices and apps are not compatible with screen readers.

  • Articulate all information included in slide presentations and describe all materials (such as slides, charts, videos, etc.) in detail. (See Audio Description Guidelines)

  • Ensure all videos are captioned.

  • When reading directly from text, provide an advance copy and pause momentarily if interjecting any information not found in the original text.

  • Periodically check in with participants to ensure they are following the presentation.

  • Avoid covering presenter's mouth. If a mask needs to be worn, consider a clear mask.

  • Use a roving microphone for audience members to ask questions. Repeat questions posed by participants in the audience before responding. (If a microphone is not available, presenter should repeat the question prior to answering.)

  • Allow for written questions.

  • Ensure enough space on presentation screen for captioning. Generally, four lines for captioning is needed, but this should always be checked before presenting and font size should be large enough to view from the back of the room.

  • Depending on length of program allow for regular breaks (every hour to hour and a half) for questions and answers as well as restroom breaks for attendees, service animals, CART/ASL providers, and note takers.