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:

7 Steps to Make Your Virtual Presentations Accessible

How to Pick an Accessible Virtual Meeting Platform

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.