Checklist for an Accessible Virtual Meeting & Presentation
You’ll want to begin by familiarizing yourself with the "How-to" of creating an accessible online event. Start by reviewing these articles:
Once you have a sense of the process, you can use this checklist to make sure your virtual meetings and presentations are accessible.
Before the Meeting
- Determine the accessibility features of your platform.
- When sending an invitation to your meeting, encourage participants to communicate any accommodation requests and other requirements they might have to effectively engage in your event.
- Make any necessary arrangements for CART/captioning and other accommodation requests.
- If agreed upon by your team, set your platform settings to automatically record the event.
- Train speakers how to use the platform and convey content in a way that’s accessible.
- Test your platform in advance. If you are using a captioner for the first time, be sure to schedule a test run with them.
- Create and distribute accessible documents for your meeting in advance (slides, agendas).
During the Meeting
- Open the meeting 30 minutes early and ensure that all platforms are working properly.
- If using CART, confirm that the captioner is present and that captions are working.
- Connect with the audience by providing clear instructions for engagement, including the process for accessibility troubleshooting and accessibility needs (for example, during Q&A, anyone speaking should start by saying their name for the captioner).
- Be mindful of sensory overload and how it may impact participation. Be prepared to address this as necessary.
- Keep track of time and keep all participants engaged.
- Be yourself.
After the Meeting
- Follow up after the meeting, thanking attendees and sharing follow-up materials (notes, transcript, recording, links, resources) in an accessible format.
- Collect feedback from participants on the content and their experience related to the accessibility of your event.
- If this is an ongoing meeting, clarify the schedule and topic for next meeting. Send an email invitation and agenda a few days prior to next event.