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How to Make Virtual Event More Accessible: 5 Top Options

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Why Does Accessibility Matter?

At the time when most businesses have to shift online, virtual events become an irreplaceable attribute of successful companies. The main point here is not just arranging a virtual meeting but making it accessible for everybody. According to recent research, 62% of specialists with a disability have an invisible disability. That’s why they are more likely to leave the event in case it is not organized considering their specific needs. Therefore, if you want your event to bring expected results, then you surely need to arrange equal conditions for all participants. There are a few crucial things that you should keep an eye on.

The Best Ways to Make Your Virtual Event More Accessible

When you decide to put accessibility as a top priority, you are one step closer to creating a greater experience for every visitor of your virtual event. Professional transcription services are ready to help you reach the final aim and do not waste time or effort. Still, there is a lot that you can do on your own. Proper planning and organization of the event will surely bring you a lot in the long run. Pay attention to a few great ways to create a welcoming and inclusive space.

Provide step-by-step instruction for joining

Before the event starts, all participants should get clear instructions that will help them join it. Every platform has its own peculiarities, and it is very important to make sure that supposed attendees understand how to use it. Consider a direct video call to visitors with disabilities to provide them with all peculiarities.

Add captions

One of the best options to make your event accessible is to add captions with YouTube transcription online. This way, you will engage people with disabilities in your content and make it work for them. A professional, dedicated service can provide you with the best subtitle solution that is either seen on the screen or articulated aloud. As a result, people with learning disabilities, deaf, non-native speakers, and those who are hard of hearing engage with the provided information. And last but not least, video subtitles will make the event more pleasant and enjoyable for all participants. They will be able to remember key points and track the entire event more easily.

Mind the best practices for presenting

The correct presentation of all your ideas for providing an equal experience for all attendees is a key to overall success. It is recommended to let the participants know what you are planning to talk about in advance. This way, individuals with disabilities will feel more comfortable and confident:

  • · Describe every slide. Devote some time to describing the slides. Ensure that you have summarized main graphs, images, videos, and bullet points.
  • · Check the slide’s contrast. Look carefully at your images and slides to see whether there is enough contrast between background and text. In case you do not understand, mind using a color contrast checker.
  • · Read chats, polls, and questions aloud. Do you plan to use the chat or incorporate polls? Ensure that you have enough time to read both questions and replies for all participants. Remember to leave enough time for them to answer.
  • · Provide the slides earlier. It is better to send the link for participants to view slides before the presentation. Moreover, share a resource file with every link that is included in your presentation.
  • · Avoid flashing elements in your presentation. It is not recommended to include any effects, videos, or GIFs that have high-intensity lights in case you know that there will be visitors with light sensitivity. Make sure that the fonts are readable and the spacing is correct. 

Learn and share accessibility shortcuts

People with some disabilities may find it difficult to navigate through the event. In other words, they might have no idea about the platform or software that you are going to use. You can surely help them by learning the shortcuts and sending these exact shortcuts in the form of a list to email just before the meeting starts. If it is necessary, remind the people about these shortcuts during the entire event.

Start a portal after the event with recordings

Building a portal that all participants have access to will be your great advantage. Sometimes, people can’t visit every session from the very beginning to the end. Hence a single location with high-quality transcription is a great idea. You can share links and encourage attendees to return to the content whenever they need it.

Send transcripts with recordings

Most hosts like sending the recording not only during the event but after it as well, even if the person joined the event when it is over. If your video features the captions, you still are recommended to consider Zoom meeting transcription. A reliable transcription will allow people to follow along with the video easier. Moreover, the participants can get engaged with ordinary text format.

Ask for feedback

There is always something that can be improved. The visitors may share a few ideas that will make a virtual event more accessible. When your meeting is over, send an email and try to collect the feedback. Use these ideas while arranging the next event, and you will see how the quality is increasing.

Final Thoughts

It may seem that arranging virtual events is so simple. A person just needs to open the laptop or turn on the PC, clock on the invitation and enjoy the event. Things are getting more complicated in case you want to create equal opportunities and friendly space for everybody, including people with disabilities. Luckily, good preparation, using speech-to-text technology, and other great ways from this article will make the entire process smoother and easier. Mind the above-mentioned tactics to make sure that every visitor of the event can get the experience that he/she has come for. Only in this case is it possible to say that your virtual event is successful.

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