This event is designed to be fully accessible for all participants. These tips will help everyone take part. We will notify you of specific accommodation requests. For in-depth details, see Designing Accessible Meetings and Events: An A-to-Z Road Map.

Room Layout

• Rooms will be set up with minimum 36” aisles and dispersed wheelchair seating. Avoid placing obstacles (chairs, cords) in aisles.

• Ideally, provide 60” side aisles so wheelchair users can move freely and choose seating.

• Tell us if you need a particular table setup (e.g., circle of chairs, U-shape for interaction).

• If no greeter is assigned, designate a volunteer to confirm workshop title and assist participants with seating.

Handouts

• Submit handouts at least two weeks prior so we can prepare large print or alternate formats.

• Provide text copies (Word) if using PowerPoint.

• Add alt text for graphics/photos for screen reader users.

• Use sans serif fonts (Arial 12 minimum; Arial 18+ for large print). Some participants may need larger.

• Print in black ink on white/light pastel paper. Avoid background graphics.

• If not all participants can access handouts, do not pass them out in the session. Instead, provide by email or post online.

Visual Aids

• Verbally describe anything shown visually (flip charts, slides, objects).

• Give verbal directions instead of gestures.

• Slides:

  • Max 8 lines per slide.

  • Minimum font size 18 (28+ for large rooms).

  • High-contrast colors, simple backgrounds.

• Videos must have captions.

• Describe screen content for those who are blind/low vision or assign someone to provide audio description.

Communication

• Always use the microphone, even if you project well. This helps those using assisted listening devices.

• Face forward and keep your face visible for speech-reading. Stay in front of the room.

• Recruit a volunteer to write on whiteboards/flipcharts.

• Avoid standing in front of windows/bright light; keep lighting on you and any interpreter.

• Speak at a moderate pace. Spell unfamiliar words if using ASL interpretation.

• Position interpreters near you so participants can see both.

• Repeat participant questions before answering, or pass a microphone.

• Reduce background noise where possible. Provide quiet group areas for participants with hearing loss.

Language

• Respect language preferences:

  • Some prefer identity-first (“autistic person,” “Deaf person”).

  • Others prefer person-first (“person with Down syndrome”).

• Avoid negative metaphors like “turn a deaf ear” or “blind to needs.”

• Use they/them pronouns only when individuals request it, not for entire groups.

By Deaconess Lynn Swedberg; updated 2/17/24