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9/9/2021
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Giving an
Accessible
PresentationEmily Shuman, Rocky Mountain ADA Center
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DisclaimerInformation, materials, and/or technical assistance are intended solely as informal guidance,
and are neither a determination of your legal rights or responsibilities under the ADA, nor
binding on any agency with enforcement responsibility under the ADA.
The Rocky Mountain ADA Center, operated by Meeting the Challenge, Inc., a CP&Y
Company, is funded under a grant from the National Institute on Disability, Independent
Living, and Rehabilitation Research (NIDILRR grant number 90DP0018-01-00) to provide
technical assistance, training, and materials to Colorado, Utah, Montana, North Dakota,
South Dakota, and Wyoming on the Americans with Disabilities Act.
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Rocky Mountain ADA Center
• Technical Assistance
• Refer and Network
• Conduct Research
• Provide Training
• Publish & Share Materials
• Social MediaContact:
1-800-949-4232www.adata.org
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Accessibility Consulting• Self-Evaluation and Transition Plans
• Facility Audits
• Architectural Plan Review
• Policy & Procedure Review
• Public Right-of-Way Review
• Website Accessibility Audits
• ADA Lawsuit Audits
• & More
www.MTCAccessibility.com
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Learning Objectives
• Prevalence of disability in the United States and why access matters.
• Understand how people with disabilities use technology.
• Learn how to make an accessible PowerPoint presentation.
• Learn best practices for accommodating people with disabilities.
• Learn how to identify an accessible presentation space.
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Why Access Matters
• Disability is an identity you can gain today – not a question of if, but when and how.
• People with disabilities make up the largest minority group in the country.
• Reported numbers are likely lower than reality.
• People may not identify as disabled for a variety of reasons.
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Americans with Disabilities
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Create an Accessible PowerPoint -
Technology
How do people with
disabilities use
technology to access
PowerPoints?
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Blind / Low Vision /
Visual Disability• People with visual disabilities can include those that
are blind, have low vision, or are color blind.
• In most cases, users who are blind use a screen
reader to access PowerPoints.
• A screen reader uses the structure of a PowerPoint to
present the text audibly to the user.
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Screen Magnifier
A person with low
vision may need to
enlarge the content
within the document
to make it more
legible to them.
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Deaf / Hard of Hearing / Auditory
Disability
• Rely on the use of captions
and transcripts for all audio
and multimedia content.
• May not be native English-
speakers, therefore plain
language is a best
practice.
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Physical / Mobility Disability
• Limited muscular control such as
involuntary movements including tremors,
lack of coordination, or paralysis.
• May have trouble maneuvering a mouse;
must be able to navigate with keyboard.
• May use mouth stick, eye-tracking
device, or a sip and puff device in place
of a traditional keyboard.
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Cognitive / Learning / Neurological
Disability
• One of the largest disability groups.
• Involves neurodiversity and neurological disorders,
as well as behavioral and mental illness.
• Impacts how well people hear, move, see, speak,
and understand information.
• Design content with plain language and structure
in a logical and understandable order.
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Assistive Technology
• Assistive technology is any item, piece of
equipment, software program, or product
system that is used to increase, maintain, or
improve the functional capabilities of persons
with disabilities.
• Includes screen readers, screen magnification,
high-contrast settings, software and hardware.
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Assistive Technology Examples
• On-screen Keyboards
• Voice Recognition Software
• Screen Readers
• Screen Adjustment Programs
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Screen Reader
• Allows users that are blind or have low vision to
read the text that is displayed on the computer
screen with a speech synthesizer or braille display.
• Interface between the computer's operating
system, its applications, and the user.
• The user sends commands to instruct the speech
synthesizer what to speak automatically when
selected on the computer screen.
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Refreshable Braille Display
• Electronically raises and lowers different
combinations of pins in braille cells.
• Shows up to 80 characters from the screen
and changes continuously.
• Complements the standard keyboard
and screen reader.
• Primarily used by the deaf-blind.
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Create an Accessible PowerPoint -
Characteristics
What are the
characteristics of an
accessible PowerPoint?
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Creating Accessible PowerPoints -
Layouts
• Use built-in slide layouts.
• Ensures correct structure
and reading order.
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Creating Accessible PowerPoints -
Titles
• Each slide should have a
unique title.
• People with disabilities
use slide titles to navigate
the presentation.
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Creating Accessible PowerPoints -
Design• Use high contrast.
• San serif font that is 18pt or larger.
• Avoid using all capitals.
• Avoid laying text over images.
• Keep slides brief and to the point.
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Creating Accessible PowerPoints -
Color
• Don’t use color as the only way
to convey information.
• Avoid complex or automatic
transitions.
• Keep slides simple.
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Creating Accessible PowerPoints -
Visuals
• Do not rely on audio/visual elements.
• All videos should be captioned.
• All images should have alt-text.
• All audio should be transcribed.
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Creating Accessible PowerPoints – Alt
Text• All visuals should have a text
alternative.
• Avoid using the “Generate a
description for me” button.
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Alternative Text
• Alt text should be concise and
meaningful.
• It should communicate what is
important in the picture but does
not need to be overly specific.
Too much: Belgian homemade waffles covered in
blueberries and rainbow-colored sprinkles on pink
plates with embroidered napkins and a cup of tea
with milk and a teapot all laid on hexagon white tiles.
Just right: Appetizing breakfast of waffles with
toppings and tea.
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Alt Text - Context
Accessibility Related
Parking lot outside a shopping center. Cart
return is in the access aisle between two
accessible parking spaces.
General Description
Parking lot of a shopping center with cars
and shopping cart return.
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Creating Accessible PowerPoints – Reading Order
• Added content will be read by a screen reader in the order it is added to a slide.
• Use Check Accessibility to ensure proper reading order.
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Create an Accessible PowerPoint -
Review
How do I check the
accessibility of my
PowerPoint?
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Creating Accessible PowerPoints - Review
• Finalize with Accessibility Checker.
• Make sure each slide has a title.
• Review errors, warnings, and tips.
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Presentation Accessibility
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Know Your Audience
• Be prepared with additional resources as needed.
• Ensure electronic handouts are accessible.
• Provide materials ahead of time.
• Plan to provide alternate format materials.
• Explain how to ask questions.
• Offer several ways to respond to presenter questions.
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Solicit Accommodation Requests
• Ask for accessibility requirements during
registration.
• Make sure requested accessibility
accommodations get arranged.
• Examples: large print materials, sign
language interpreters,
and communication access real-time
translation (CART) providers.
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Secure Accessible Location
• Make sure you have investigated whether your
event location is accessible.
• This includes all meeting rooms used, bathrooms,
entrances and exits, paths of travel, etc.
• Consider using ADA Checklist for Existing Facilities.
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Room Setup
• Aisles should be clear and wide enough
for wheelchairs.
• There should be unobstructed spaces for
wheelchair users to sit.
• Ensure there aren't any cords that could
be a tripping hazard.
• Accommodate people who need to sit
up front or in the back.
Microsoft Captioning for Events Video
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CART Providers and ASL Translators
• CART providers need to be
where they can hear the
presentation well.
• ASL translators need to be
able to hear and be visible
to sign language users.
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Microphone and Sound System
• Have several microphones available.
• Repeat audience questions before
responding.
• Don’t assume you’re loud enough as is.
• Helpful for people with various disabilities.
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Provide Accessible Introduction
1.Your name
2.Your pronouns (as comfortable)
3.Your visual description
4.Content warnings for sensitive material, including images
and discussion
5.Your position and institution
6.The title of your presentation
7.A reminder of where to find digital copy of slides/handouts
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Plain Language
• Short, simple, and to the point
• Conversational
• Familiar language
• Actionable
• Avoid jargon, complex language, or
metaphors
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Speak Slowly and Clearly
• Slower speech helps audience to follow along.
• Speaking too quickly makes it difficult or
impossible for CART providers or interpreters to
keep up.
• Reducing background noise helps with clarity.
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Be Visible
•Be visible and in
good lighting.
•Face the audience.
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Describe Visual Information
• Describe the images in your presentation for
those who can’t see them.
• Describe videos when needed.
• Describe any important contextual
information happening in the room.
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Allow Extra Time on Each Slide
• Pause between topics.
• Ask for questions at regular intervals.
• Give people time to process information.
• Allow interpreters and captioners to catch
up or switch places.
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Tips for Virtual Presentation Accessibility
• Provide access information at the begging of a virtual presentation.
• Spotlight ASL interpreter screens.
• Ask participants to stay muted and turn off cameras unless they are speaking.
• Use simple or neutral backgrounds.
• Use the chat feature sparingly.
• Having a moderator and a facilitator is the best practice.
• Do not rely on automatic captioning technology.
• Keep the event to less than two hours.
• Provide breaks.
• Each person should say their name each time they speak.
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Questions?
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Contact Us.
We’re here to help.
3630 Sinton Road,
Suite 103
Colorado Springs,
CO 80907
1-800-949-4232
9:00 – 4:00 M-F
