Baking Accessibility Into Your Event Strategy
- 1. BAKING ACCESSIBILITY INTO YOUR EVENT STRATEGY Sofia Leiva, Marketing Programs 3Play Media
- 2. WHAT WE’LL COVER What is accessibility Designing accessible events Q&A
- 3. LET’S DEFINE ACCESSIBILITY An inclusive event includes an accessible registration process, pre-event communications, trained staff, and inclusive language.
- 5. ACCESSIBILITY PICTURE 360 million People are deaf or hard of hearing around the world 245 million People have some kind of vision loss around the world 190 million People have some kind of motor disability Source: Microsoft
- 6. LEGAL LINGO American with Disabilities Act (ADA) For both physical and digital content. Architectural Barriers Act of 1968 This Act stipulates that most buildings, other than privately- owned residential facilities, constructed by, on behalf of, or leased by the United States, or buildings financed in whole or in part by the United States, must be physically accessible for people with disabilities. Accessibility for Ontarians with Disabilities Act (AODA) Public and private sectors to follow established sets of accessibility standards when dealing with the public Accessible Canada Act; UK Equality Act
- 7. WCAG 2.0 / 2.1 Web Content Accessibility Guidelines Level A Baseline for accessibility. This is typically not considered enough to be compliant. Ex: Transcripts & Closed Captions Level AA Referenced in Section 508 and most legal settlements. We should aim for this! Ex: Audio Description & Live Captioning Level AAA The highest level of accessibility. Typically requires more work, but means full compliance. Ex: Live Captioning and Extended AD
- 8. PRE-EVENT CONSIDERATIONS An inclusive event includes an accessible registration process, pre-event communications, trained staff, and inclusive language.
- 9. ACCESSIBILITY CONSIDERATIONS FOR YOUR VENUE Does your venue have an elevator or ramps? Do main entrances have ramps? Do the elevators work? Are there working buttons for wheelchair users? Is there braille for building names, room numbers and entrances? Tip: Have staff guiding throughout the venue
- 10. ACCESSIBILITY CONSIDERATIONS FOR YOUR VENUE Are there accessible bathrooms? Handicap accessible bathrooms, as well as gender neutral.
- 11. ACCESSIBILITY CONSIDERATIONS FOR YOUR VENUE Is the space accessible? Is there enough seating room and space for social distancing? Are there wide doors and hallways? Additionally, are service dogs allowed?
- 12. Is there accessible parking? If not, block spaces beforehand. What is the transportation like to get to the venue? Pro tip: Include information on accessible routes to get to your venue (bus, taxi, subway) ACCESSIBILITY CONSIDERATIONS FOR YOUR VENUE
- 14. EVENT LAYOUT Ensure you have enough space Make sure people can move around comfortably around the venue and in between seating rows. Wheelchair access at tables Make sure people with wheelchair can access snack/food tables, registration, eating tables, and the speaking rooms. Opt for chairs with high backs Accommodates people with balance issues Make sure everyone can see clearly Presentations, videos, signage Save accessible seating spots Do not separate them from the group!
- 15. CONFIRM EVERYTHING DAYS BEFORE EVENT Check in a couple days before to make sure all accommodations are working properly, like the elevator. Communicate alternatives to guest if necessary.
- 16. ACCESSIBILITY CONSIDERATIONS FOR YOUR DIGITAL PLATFORM Mobile accessibility, language, forms, videos Use WCAG as a reference. Ask Vendor for VPATS A document that explains how the technology meets Section 508 standards for IT accessibility. Keyboard and screen reader accessibility Can someone tap through the website? Do you have alt-text and descriptive labels?
- 17. ACCESSIBLE FORMS Accessible forms are easy to understand, complete, and submit. Ensure that the reading and navigation order are logical and intuitive. Instructions, cues, required form fields, and field formatting requirements must be clearly identified to users. Error recovery must be intuitive and descriptive. User has enough time to complete form. (Webaim)
- 18. I will need the following accommodations in order to participate: ___ Assistive listening device ___ Captioning ___ Reserved front row seat ___ Large print ___ Advance copy of slides to be projected ___ Wheelchair access ___ Wheelchair access to working tables throughout room ___ Scent-free room ___ Lactation room ___ Gender neutral bathroom ___ Diet Restrictions. Other: _____________________________ INCLUDE ACCOMMODATION REQUESTS IN YOUR FORM
- 19. Sign Language Interpreter You may need two per one hour session. Always place/spotlight next to speaker. CART or Live Captioning Integrate with platform or have a link for attendees to easily access. Dietary Accommodations Use labels for each food item. Most common include dairy, gluten, vegetarianism, and kosher. Mobility Ensure your venue is accessible, you have designated parking and seating. Use signage. Accommodate service dogs. COMMON ACCOMMODATION REQUESTS
- 20. ACCESSIBILITY COMMUNICATION Accessibility Clause Add accessibility information in your footer, FAQ, emails, and in your accessibility statement. Registration Form Question Include a space in the registration form for attendees to indicate dietary restrictions, accommodations, and pronouns. Email Updates The week before your event send an email with all accessibility information and how to get to/access your event. Accommodation Deadlines Include an accommodation deadline at least 3 weeks before the event.
- 21. ACCESSIBLE MATERIALS Proper headings Use H1, H2, H3, to structure your documents Must be screen reader accessible Many PDFs are not. Use tools like Microsoft accessibility checker for tips. Digital alternatives for printed copy If you can’t translate to braille Alt-Text Describe the important elements of images.
- 22. COLOR CONTRAST WCAG 2.0 level AA requires a contrast ratio of at least 4.5:1 for normal text and 3:1 for large text.
- 23. DESIGN NO-NOs Do not use color as the only visual means to convey information “Click the blue button for yes and red for no”
- 24. DESIGN NO-NOs Limit embedded text in images Make sure you use alt text to indicate what is being said
- 25. DURING EVENT CONSIDERATIONS An inclusive event includes an accessible registration process, pre-event communications, trained staff, and inclusive language.
- 26. BUILDING THE AGENDA Schedule many breaks throughout the day Leave time in between sessions for breaks, as well as add in longer breaks (30 min+). Don’t schedule session longer than one hour and a half. Bizzabo actually found that sessions should last 45 minutes. Allow attendees to build their schedule Include detailed descriptions and even try to categorize sessions.
- 27. TAP INTO UNIVERSAL DESIGN FOR LEARNING Present sessions in different ways written, verbal, visual
- 28. Accessible slides should have good colour contrast and readable fonts. Use the colour contrast checker. Use non-serif fonts. Proper headings and structure. Presenters should describe images on slides & read out poll questions & answers. Highlight important graphs and even describe yourself. During Q&A repeat questions. Lastly, provide people with multiple means to engage. Use accessible and inclusive language. Read out acronyms and make sure the presentation meets the audience’s knowledge. ACCESSIBLE PRESENTING
- 29. ACCESSIBILITY CONTINGENCY PLAN Designate a team of “accessibility helpers” who can help answer questions and guide guests. Have a list/be in touch with people who filled out accommodations so you can check- in with them throughout the event.
- 30. TRAINING YOUR TEAM Inform your team. Let them know the accommodations you are providing and who has requested. Approach, Ask, Assist. Teach you team the best practices.
- 31. POST-EVENT CONSIDERATIONS An inclusive event includes an accessible registration process, pre-event communications, trained staff, and inclusive language.
- 32. ACCESSIBLE VIDEO Audio Description Describe the important visual elements in a video. Accessible video player Screen reader and keyboard accessible. Also supports adding CC and AD. Captions & Transcripts (& live captioning) Caption your recording and aim for a 99% accuracy rate. Avoid using automatic solutions.
- 33. 80% Of people who use captions aren’t deaf or hard of hearing. Ofcom 98.6% Of students find captions helpful USFSP 64% Of marketers say their videos perform better with captions. Biteable Improved Captions improve brand recall, verbal memory, and behavioral intent. Academy of Marketing Science BENEFITS OF CAPTIONING
- 34. WHAT ABOUT TRANSLATIONS? Best to use a professional service Automatic translation are notoriously bad. Helps to reach a wider audience 80% of views on YouTube come from outside the United States. Eight of the top 10 countries with the most YouTube users are non-English speaking countries.
- 35. AWESOME RESOURCES Design Palette Informs you on the most accessible combinations Notable mention - Color Safe ADA Accessible Planning Guide & if you are looking for a checklist, check out the austistic advocacy’s guide Guide to Accessible Zoom Meetings Breaks down how to hold accessible virtual meetings.