Accessibility Guidelines

for Meetings and PD

To Improve Accessibility at Meetings and PD

Ask about needs and collect feedback

Use large, high contrast text

Enable captions

Describe visuals

Ask about Needs and Collect Feedback

• Before the meeting, ask about any disability- related accessibility needs and any requested accommodations (e.g., in registration form).
• Make accommodations as possible, and communicate what is (not) possible.
• At the end or shortly after the meeting, ask for feedback, including whether disability-related accessibility needs were met, and plan how to adjust future meetings accordingly.

Suggested Accessibility Questions

Registration Form

• Do you have a disability or special need which requires our awareness? Please note that we strive to be an inclusive, accessible conference, but not all requests can be guaranteed. Typical requests include sign language interpretation, a pre-conference orientation tour, a ramp to the stage, a lapel mic for your presentation, a seat on the stage, description of visuals, access to a quiet space, or wheelchair access to all areas.
• Do you have specific dietary requirements? [Options: None, Celiac-safe, Gluten-free, Nut-free, Peanut-free, Soy-free, Fish-free, Shellfish-free, Egg-free, Lactose-free, Wheat-free, Low-salt, Kosher, Halal, Vegetarian, Vegan, Low sensory impact, Other (please describe)]

Suggested Accessibility Questions

Feedback Survey

• My disability-related accessibility needs were met. [Options: N/A (I do not have any disability-related accessibility needs), Yes, No]
• Conditional if “No”: Which accessibility needs did we not meet? How could we accommodate your needs at future events? (free response)

Enable Captions

• Enable automated closed captioning at the start of virtual meetings (Zoom, Meet) or within presentation slides (Slides, PowerPoint), and tell participants how to enable captions.
• Display captions in any videos presented. If videos are not captioned, seek alternatives, create a captioned version, or use automated captioning,
• If sharing a recording to a public audience, add captions or upload to YouTube to enable automated closed captioning.

Use Large, High Contrast Text

• Use large, san serif fonts (e.g., Lexend, Arial) that can be easily read by most individuals.
• Use a high contrast* color scheme, with uncluttered backgrounds and white space.
• Keep text brief and graphics simple.
• Structure headings.
• Use (or provide) slide templates to make it easier to meet guidelines.
• Zoom in when screen sharing.

* see next slide re contrast ratios

Accessible CSTA Brand Color Combinations

• Use black, white, and gray for greatest �contrast and ease of reading.�
• Use brand colors for headings, accents, and variety.
• Pair with black:

�

• Pair with white:

Describe Visuals

• Share your name and describe your physical �appearance when beginning to speak.
• Don’t assume people will gather information from only viewing on a screen. Speak aloud any critical text, and describe any visuals used, including videos, in case people cannot see them.
• Don’t say “click here” if doing something on the shared screen. Instead, specifically identify what you are clicking on.
• Use more than *color coding* to communicate information (e.g., shading, underline, labels).
• Speak aloud relevant comments and questions shared in the chat.

Additional Guidelines for In-Person Events

• Host in wheelchair-accessible spaces.
• wide aisles
• ramps to any stage or platform
• low tables for buffets / reception
• Make sure the space is adequately well lit.
• Require use of microphones by presenters and Q&A.
• Accommodate food restrictions.
• Label buffet with allergens.

View Accessibility Guidelines for Conference or Summit Sessions

Learn More Information

• Accessibility & Universal Design of Online Meetings (AccessComputing)
• Equal Access: Universal Design of Presentations (AccessComputing)
• Accessible Presentation Guide (SIGACCESS)
• Making Your Presentation Accessible (Richard Ladner, Kyle Rector)
• Presentation and Poster Accessibility Guidelines (Tapia Conference)
• Accessible Conference Guide (SIGACCESS) – for in-person events

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Email AccessComputing if you need support

Development

Thank You

CSTA staff developed these guidelines as part of our commitment to improving the accessibility of our programs, drawing heavily from the resources listed on the previous slide. Authors include Bryan Twarek, Shaina Glass, Lily Mora, and Jason Bohrer. This work is supported by the Alliance of Identity-Inclusive Computing Education (NSF Grant No. 2118453) led by Dr. Nicki Washington and Dr. Shani Daily.

The DO-IT Center at the University of Washington generously provided training, resources, and recommendations to guide this work. In particular, we thank �Dr. Brianna Blaser, Terrill Thompson, Eric Trekell, Lyla Crawford, and Dr. Sheryl Burgstahler for their incredible ongoing support.