Accessibility Toolkit for Programs

Creating an accessible event benefits not only individuals with visible or known disabilities but also those whose disabilities may not be apparent, or are not disabled. Accessibility also helps to ensure that any participants/attendees have access to event content as per Macalester’s commitment to Universal Design.

Check back often as we update this information frequently! 

Planning Your Program

• Check what other campus partners are doing! As we move from virtual events,  keep in mind both student bandwidth and the need for accessible elements.
• Consider:
  • Is there programming can you plan in collaboration with campus partners?  Not only does this allow for more students to attend, but more impactful programming.
  • When? Check the events calendar but also reach out to other departments to see if larger events are happening.  (Office of Student Affairs has an event calendar, too).
  • Plan ahead to coordinate access pieces like interpreters or real time captioners–these can take weeks to set up.
• Have you allocated money for possible costs related to accessibility (sign language interpreters, post-production captioning,  additional formats for materials, etc.) Please talk with Disability Services if you need planning assistance.

Inviting Attendees

Most event invitations happen via email or social media:

Make a statement! When you publicize events, include a welcome message to let invitees know who to contact about access such as:

“Macalester strives to host inclusive, accessible events that enables everyone, including individuals with disabilities, to engage fully. To request an accommodation or inquire about accessibility, please contact (department name, email, phone).”

You may also choose to use a form for requests:  Sample Program Accessibility Google Form

Invitations (including social media) may have multiple graphical elements:

• Ensure that images and logos have alt text – image descriptions – for people who are blind and use screen readers.
• Provide document attachments/invites as word documents or accessible PDF formats.
• It is reasonable to set a deadline for access requests that require coordination of outside resources (e.g. sign language interpreters, live captioning).   For very large programs (300+) it is recommend to provide real time captions, but maintain requests for interpreters.
• Doing an pan option for attendees to dial in by phone, so people who do not have internet access can participate.
• Offering invites via social media?

Share as much information as you can about the event ahead of time in order to assist attendees:

• How long, what format (will participants be viewing or expected to participate?) Can attendees turn off video?
• Encourage attendees to send questions or comments in advance, and presenters to share  Powerpoints or outlines if possible. Share these with interpreters or live captioners for accuracy in messaging.
• Will there be a chance for Q and A?
• Will a captioned recording be provided after the event?

Prior to the Event

Ensure accessible elements are in place:

• Captions:
  • Ask your audience (via form) or indicate on publication a place where an audience can make a request for Real Time (CART) captions.
  • Larger or very public events should consider hiring CART captioning regardless of request as often audience members may require this with larger sizes.
  • If you need CART captioning , either contact Disability Services or coordinate on your own–departments do not need to work through Disability Services to hire captioning!  Departments are charged for real-time interpreting/captioning.
  • Auto captioning:  Zoom and Zoom Webinars support auto captioning now!  Auto captioning is generally not sufficient for individuals who need accurate captioning as a primary language (Deaf or Hard of Hearing Individuals) but can serve as good adjunct support and can be implemented as a UDL practice.
  • Auto captioning also does not work in break out rooms.
• Ensure Lighting and backgrounds show facial features and don’t make panelists ‘fade’ into the background.
• Reformat documents so they are accessible.
• Plan a rehearsal time prior to the event (even 30 minutes before) for a technical practice.   If there are captioners or interpreters, ensure they are invited to any practices as well!

During the Event

• Give a general overview/order of the event both verbally and visually.
• Introduce all participants (or have them introduce themselves); name that it is being live captioned and/or interpreted and how to access these elements.
• Consider your pace in speaking and allow for pauses.
• If there is a chat window attendees can see, ensure you are reading the questions/comments and stating they are from the chat screen.
• Screens (or slides) can’t be read by a screen reader, seen by someone with a visual limitation, or on the phone!  When you’re presenting or calling out something on the screen, read the most important points and describe your images and your charts.
• When wrapping up your presentation, name where additional information can be provided

Post-Event

Add an accessibility option to any feedback you are seeking on the performance/event.  This is a great way to know what worked or did not!