Accessibility Guidelines
These resources are designed to assist you in creating accessible materials for your presentations at the Graduate Student Conference. Please use them as references while preparing your PowerPoints and Word Documents. Since Google Slides do not meet accessibility standards, they are not recommended.
You will encounter a diverse range of audiences during your presentation. It is important to make your presentation accessible and inclusive so that as many people as possible can understand and engage with your content. It helps create a more effective and inclusive communication experience for everyone.
During Preparation and Practice
Make sure that your slideshow and handouts are accessible. Please refer to the GSC PPT accessibility checklists.
Use a person-first language, i.e, Person with a disability and not disabled person.
Ensure your activities are accessible and inclusive by planning for a diverse audience with multiple and complex identities (e.g., people with all abilities, ethnicities, and nations).
Avoid using slang, gendered language, metaphors, jargon, and idiomatic expressions.
Plan to describe and explain the meaning of visuals (e.g., charts, graphs; "This bar graph illustrates that children are spending more time on their iPads than adults do").
Practice speaking clearly at a normal pace using short sentences and easy-to-understand words so that everyone, including live captioners and ASL interpreters, can understand you.
If your voice does not project well, ask for a microphone in advance.
Before Starting the Presentation
Before starting your presentation, introduce yourself (e.g., your preferred pronouns).
Start your presentation by sharing your agenda and the estimated length with your audience.
Use a content warning or trigger warning to inform your audience of any sensitive topics (e.g., drugs, violence) that will be addressed during the presentation.
If you are presenting online, start by verifying that your audience can see and hear you clearly.
If you are presenting in person and need a microphone, then use it to be heard by all.
Share with your audience how participation activities will be facilitated, e.g., when and how they can ask questions.
If you are presenting on Zoom, enable captions.
While Presenting
When asked a question, repeat it back to confirm your understanding and so everyone can hear it.
Make sure to cover all of the information, especially visuals, on your slides.
Be open to questions and allow enough time.
Remember that eye contact, body language, and posture are essential for an effective presentation.
Include all of your audience in your participation activities and answer all questions.
Material
Refer to the PC PPT accessibility checklist and Word accessibility checklist for your version to ensure that your slideshow and handouts are accessible.
Make sure your media (videos, audio, images) is accessible by including captions or transcripts, and descriptions, and by referring to the PPT accessibility checklist.
Provide an accessible electronic version of your handouts.
If you are printing your handout, print a few copies at an enlarged size.
Additional Resources
Best practices for inclusive presentations:
- Speak clearly and slowly. Use a microphone if available.
Be visible and in good light when you talk so participants can see your face.
Explain acronyms, terms, names, etc. that you will use.
Allow plenty of time for participants to read a slide. Cover all the visual information on the slide.
Describe all images, graphs and charts.
Remember potential accessibility issues with participation activities including question and answer periods. Use a microphone if available and always repeat the question so everyone can hear
Consider physical layout of the room and ensure the space is accessible for wheelchair users and other accommodations.
Let your audience know the approximate length of a presentation and if appropriate, the opportunity to stand or move about the room, being mindful of others.