Planning and Implementation of Virtual Events

Virtual conferences are becoming more and more popular. When planning for a virtual conference, event, or meeting it is important to remember to make it accessible for everyone. The following are things to consider during the planning and implementation of your event.

Prior to the virtual event:

  • Invitations should include an accommodation statement and contact for any accommodation requests.

  • Include the specific virtual format being used in the event details so participants can plan for any assistive needs.

  • Have a telephone-based teleconferencing connection available for participants that cannot use the virtual event technology or plugin. Remember that not everyone has full access to internet.

  • Have an IT accessibility point person to help answer any questions before, during and after the event.

  • Test presenter’s audio and video quality; consider having presenters wear a headset for clear quality.

  • Ensure all presenters and videos have captions.

    • Consider if the virtual event can be prerecording instead of occurring live. Pre-recording permits you and your AV team to caption the presentation/videos. This eliminates the possibility of technology issues which may occur during live virtual presentations.

  • Material should be provided ahead of time to allow participants to review the information. Material shared online during presentations are not accessible to individuals using screen readers. If the presenter plans on sharing screens during their presentation, provide the material prior to the virtual event in an accessible format.

  • When creating material for the virtual event, ensure it is accessible.

  • Provide ASL interpreters and CART proactively for large and/or live-streamed events.

Virtual Platform:

When deciding what virtual platform to use there are certain things to consider:

  • Do all participants have access to the platform being used?

  • Is there a cost for the participant to utilize the platform?

  • Have you considered security for “virtual bombers”?

  • Are the virtual functions accessible with a screen reader? For example, the volume controls, the chat function, etc

Virtual Participation:

  • Provide various ways for participants to respond/participate in the presentation, such as allowing for questions to be emailed prior to the start of the event, submitted via chat, and asked by microphone.

  • Plan time at the beginning of the event for technology problems involving logging in to the event.

  • Remember that technology can have delays! Pause for a few seconds to allow for someone to unmute their microphone or type into the chat.

  • If the event will be recorded, prepare accessible versions of the presentations, and create transcripts if possible.

  • Ask that presenters introduce themselves each time prior to speaking.

  • Ensure presenter's face and the American Sign Language interpreter’s face are well lit and clearly displayed on the screen.

  • If you live-tweeted the event, consider making a document which includes those tweets for others to view that may not have access to Twitter.