Last updated January 7, 2021
Learn how to plan and host an accessible, inclusive virtual event.
UW–Madison is committed to ensuring that its services, facilities, workspace, and programs are accessible to and usable by people with disabilities. In light of the transition to more remote learning and working, including classes, seminars, workshops, meetings, and events for students, staff, faculty and members of the broader UW–Madison community, it is important to make these virtual activities as accessible and inclusive as possible.
Consider these first
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Lead time
Start planning for accessibility as early as possible. We recommend at least 4-6 weeks lead time to consider different approaches to formatting, engagement, and technology, and to secure accommodations for your virtual event.
Budget
Factor the costs of captioning, sign language interpretation, and other potential accommodations into your budget. Note that the cost of making an event accessible at the last minute can be considerably greater.
Accommodations
Students requiring academic accommodations for courses should contact the McBurney Disability Resource Center. The Employee Disability Resources Office provides support to faculty and staff via Divisional Disability Representatives (DDRs) who coordinate disability-related accommodations for units within the university. The ADA Coordinator can assist with requests for accommodations from the public
Privacy
When a person with a disability requests an accommodation and/or discloses having a disability, these discussions should occur in private. Information about a disability or an accommodation should only be shared with those who have a need to know in order to support the person.
Planning an event
To ensure an inclusive event, plan for and incorporate accessibility regardless of whether or not an accommodation request is made.
What type of event are you planning?
Your event could include any or all of the following:
- Prerecorded content
- Live presentation
- Audience participation
- Recorded content (made available after the event)
Accessibility considerations by event component:
Prerecorded content
May include: Virtual venue (often a website and/or web conferencing platform), video or audio content, presenters, and presentation content (presentations, documents, etc.)
Accessibility considerations
- Chose an accessible web conferencing platform(s)
- Arrange for captioning, closed captioning, and audio descriptions
- Arrange for sign language interpreting
- Ensure that the presenter knows how to present accessibly (see ‘During the event’ below)
- Accessible presentation content
Technology
- Web conferencing platform (Webex, Zoom, Microsoft Teams)
- Media player (YouTube, Vimeo, Kaltura)
- Interactive and searchable transcript (Kaltura)
Live presentation
May include: virtual venue (often a website and/or web conferencing platform), video or audio content, presentation content
Accessibility considerations
- Real-time captioning
- Sign language interpreting
- Presenter style (see ‘During the event’ below)
- Accessible presentation content
Technology
- Web conferencing platform (YouTube Live, Webex, Zoom, Microsoft Teams)
- Media player (YouTube, Kaltura, Vimeo)
Audience participation
Accessibility Considerations
- Real-time captioning
- Sign language interpreting
- Accessible presentation content
- Accessible Q&A and chat
Technology
- Web conferencing platform (Webex, Zoom, Microsoft Teams)
- Interactive tools (Q&A, chat, polls)
- Collaborative documents (Google docs, Box)
Dig deeper into technology consideration
For guidance on how to choose the best web conferencing platform: Web conferencing tools simplified.
More about known accessibility barriers in common web conferencing tools:
Promoting an event
Be sure to announce the event as early as possible to give participants time to request an accommodation.
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Ensure that any notifications and their attachments regarding your course, event, and/or meeting:
- Includes a statement on how to request disability-related accommodations such as:
“(INSERT UW–Madison/College/School/Department/Program) is committed to creating an inclusive and accessible event. To request an accommodation for this event, please contact (INSERT name, event host/coordinator) at (INSERT phone number/email) as soon as possible.”
- Are in an accessible format.
- Ensure all pertinent information (date, time, location, etc.) is included in the body of the email and not only in the attachments.
- If there are images included, provide description of the images.
Social Media
Not all social media platforms are accessible.
Some, but not all will provide the option to add alternative text to your images.
Provide a link to your event webpage, where you have control over the accessibility of the page and content.
Hosting an event
Prior to the event
- Share technologies that will be used so that attendees can review for accessibility
- Email and post program materials/documents in advance:
- Electronically – Post to Box or Google drive and generate a go.wisc.edu shortened URL to provide to attendees
- Have original source files available (Word, PowerPoint, Excel, etc.) if sending documents in PDF
- Include the following statement on printed event materials:
“These materials are available in alternative formats upon request by contacting (name, host department) at (phone number/email).“
- Plan for discussion and interaction to ensure accessibility and full participation:
- Assign a moderator to call on speakers and manage meeting participation
- Assign a different person (not the moderator) to monitor chat:
- Triage and read aloud chat messages
- Type URLs or resources mentioned into chat (or follow-up after the event to find those resources).
- For essential activities, such as polls or quizzes, offer alternatives for those who encounter technical challenges or accessibility barriers.
Writing resources
Check out these resources to support writing for and about people with disabilities.
During the event
- Ask participants to identify who they are by name before speaking (critical particularly for individuals who are blind, have low vision, or join by phone without video)
- Ask participants to speak clearly and slowly
- Participants should mute their microphones when not speaking
- Participants joining by phone should avoid using speakerphone to minimize background noise
- Consider recording event and chat messages for playback
- If using screen sharing to show documents or presentations, ensure participants have the materials available offline as well
- Avoid using virtual backgrounds as the effects are visually less accessible and can increased CPU workload for the user running the background, which can cause disruptions.
After the event
- Follow-up with an email or webpage with recordings
- Share transcript of chat messages
- Email all materials used in the presentation, even if you sent them in advance
How to arrange:
- Real-time captioning for a live event
- Captioning for a pre-recorded event
- Audio descriptions for a recorded event
- Sign language interpreter
Note: Please do not rely on a technology platform’s auto-caption feature — it will not be fully accurate and is not compliant with the Americans with Disabilities Act.
- Contact the University’s approved vendor for real-time captioning, Automatic Sync Technologies (Verbit).
- Find a local service provider via the Wisconsin Department of Health Services CART provider listing.
Note: Please do not rely on a technology platform’s auto-caption feature — it will not be fully accurate and is not compliant with the Americans with Disabilities Act.
- Use one of the University’s approved vendors – rate comparison for vendor captioning and transcription services.
- Review guidelines on how to transcribe audio. Note that while transcribing audio yourself doesn’t incur service fees, it can take a considerable amount of time.
Use one of the University’s approved vendors – rate comparison for vendor captioning and transcription services.
Find a local interpreter via the Wisconsin Department of Health Services ASL provider listing.
Interpreters may also be requested through the McBurney Disability Resource Center via Departmental Services and Accommodations.
For virtual events, the video of the interpreter may require video editing to embed into the pre-recorded event video.
Get help
Schedule a meeting with the Center for User Experience to further discuss technology considerations and options to host an accessible event.
ADA Coordinator – ada_coordinator@wisc.edu or (608) 265-6018
Campus resources:
The Center for User Experience
At the Center for User Experience, we are committed to working with you to make digital spaces more accessible, usable and inclusive for all students, faculty and staff at UW–Madison. We help the university follow its Digital Accessibility Policy by offering free evaluation and consultation services to all UW–Madison community members.
Get in touch
- Meet with us: Book a quick chat with one of our team members to ask any questions you have.
- Start a project with us: We support accessible design and development. Fill out our Let’s Connect form to begin working with us on your project or to request an accessibility evaluation.
- Email us: Not sure if you’re ready to meet? Email us to start talking and figure out what to do next.