During Event - Participants and Speakers

As soon as the event begins, the host and/or presenter of the event immediately turns their attention to the attendees and the experience that is being provided. Being inclusive and engaging during the meeting or webinar is the best way to ensure that the event runs smoothly, all attendees feel included and can partake, and that everyone’s time is respected and valued. For larger meetings and webinars with high attendance, it is helpful to have a dedicated facilitator to manage the Chat and Q&A features and support any attendees’needs.

Below are tips to ensure the audience feels included in all aspects of the meeting.

General Housekeeping & Tips

• Briefly explain available accommodations: At the onset of the meeting or webinar, state what accommodations are being provided and how to access the accommodations on the platform being used for the event.
• Set expectations: Communicate the agenda or schedule for the event so that participants know what to expect.
• Briefly explain access to materials: Remind attendees that you have provided documents, presentations, or other materials being used and how they can access them if they have not already done so.
• Provide support: Actively moderate the chat and Q&A. Respond timely to questions or comments about access issues.
• Introduce key people: In a webinar-type event, introduce all speakers. It is important to identify a new speaker by name as they enter the conversation so that they can be followed throughout the event. Their names should be visible with their picture/video.

Speaking & Appearance

• Speak clearly: Anyone speaking should do so slowly and clearly so everyone can understand and so that the speech can be accurately captioned and interpreted.
• Use plain language: Avoid or explain jargon, acronyms, and idioms. All people will benefit from plain language, including people with cognitive disabilities. This will lead to faster comprehension and less confusion for all.
• Use video: Anyone speaking should turn on their video camera, face the camera, and not obstruct their face/mouth. Use adequate lighting. This helps people hear and understand better, including people who are deaf or hard of hearing who lip-read. If needed, use neutral, pre-set backgrounds that are provided with the platform being used.
• Limit distractions: In meetings, when sharing video, do not sit in front of a busy or moving background. Silence mobile phones and other devices. Presenters should turn off pop-up application notifications. These things can be very distracting or overwhelming for those with attention disorders or cognitive disabilities. In meetings, request participants avoid or limit side conversations.
• Avoid interruptions: In meetings, make sure that speakers speak one at a time. In webinars, if there is more than one speaker, make sure the speaking order is established to avoid speaking over one another. It would be helpful to address the speaking order with speakers prior to the event. When people speak over each other, the captioning is often misinterpreted, and those with cognitive disabilities may struggle to process the information and fully engage.

Presentation of Content

• Adequately describe text content: Some people may not be able to see presented content well or at all. Describe or summarize all relevant visual text information if not naturally done during meeting conversation or presentation talk.
• Adequately describe graphical content: Again, some people may not be able to see presented content well or at all. Describe meaningful graphics, charts, tables, etc.
• Summarize dynamic content: Read polls and surveys aloud, including results when appropriate. Provide an alternative method of participation, such as chat. Some pop-up windows or widgets may be difficult or impossible to access for some attendees using assistive technology.
• Provide adequate time: Pause between topics. When asking questions or using surveys/polls, provide enough time for participants to put their thoughts into words and respond. Generally, wait a little longer than you think you should wait, or ask if anyone needs more time to provide their input or response. Those using assistive technology may need more time to access tools and widgets to participate.
• Provide a summary: Toward the end of the meeting or webinar, summarize key takeaways of the discussion or presentation. This will clarify any actions or implementation needed to be performed by all participants.