Creating Accessible Content: Events and Meetings

Events and meetings, whether in person, virtual or hybrid, should be easy for everyone to attend, participate in and enjoy. Captioning, assistive listening tools, accessible materials and accessible features in meeting platforms help people with disabilities fully engage and improve the experience for all attendees.

Use the guidance on this page to help plan and host accessible events and meetings and to communicate clearly about how accommodations may be requested.

Who Is Responsible?

• Anyone hosting a university event or meeting
• Event organizers and coordinators
• Creators of supporting materials
• Presenters and facilitators

What Standards Must Be Met?

Events and meetings should align with the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA and support the requirements of Title II of the Americans with Disabilities Act (ADA).

What to Do

Use the following best practices to help ensure events and meetings are accessible. Start with the items that apply to most events, then add additional supports based on the format and accommodation needs.

Always Do

1. Communicate accommodation procedures clearly: Include accommodation request information in event promotions, registration materials and websites. Provide a clear contact method and include advance notice guidance when appropriate.
2. Include an accessibility contact: List a contact for accessibility questions anywhere the event is promoted.
3. Ensure accessible registration: If online registration is used, make sure it works with keyboard navigation and assistive technologies. Consider providing a phone or email option if someone cannot access the form.
4. Use microphones and check audio: Use a microphone when speaking, reduce background noise when possible and remind speakers to speak clearly.
5. Enable captions when available: For virtual and hybrid meetings, turn on captioning features available in the platform when possible and let attendees know how to access them.
6. Create accessible materials: Provide agendas, handouts, slides and digital materials in accessible formats. Describe important visuals during the event for participants who may not be able to see shared content.
7. Share recordings accessibly: If a recording will be posted, ensure it includes accurate captions and a transcript when appropriate before sharing broadly.

When Needed

1. Provide real-time captioning: Use live captioning or CART when needed for meetings, panels or events with significant dialogue, especially when requested as an accommodation.
2. Plan for breakout rooms and small groups: If interpreters or captioning support are used, plan ahead so participants receive equivalent access in smaller group settings.
3. Offer sign language interpreters: Provide qualified interpreters when requested or when the need is anticipated.
4. Plan accessible seating and visibility: For in-person and hybrid events, provide clear routes, integrated seating and good visibility of speakers, captions and interpreters.
5. Provide alternate ways to participate: Allow multiple ways to ask questions or contribute, such as chat, email or text-based Q&A.

What Tools Are Available?

Content creators should use the tools and guidance available in related accessibility areas, including presentations, documents, websites, email, video and images.

• Live captions for Windows
• Live captions for Mac
• Use live captions in Microsoft Teams meetings

Support

For help planning accessible events and meetings, contact The Conference Center or IT Support.

Training and Resources

• Section 508: Accessible Meetings and Events
• W3C WAI: Planning Accessible Meetings and Events
• Accessibility tools for Microsoft Teams