In Person Events & Trainings

Planning for Access

Include all pertinent information in the meeting invitation
- Meeting link, agenda, and expected outcomes
- Include accommodation notice in registration/invitation messages
  - Visit UW Statements of Access and Accommodation
Send invitation early enough to schedule ASL interpreters and/or captions if needed (ideally 10 days in advance)
- For known access needs of participants schedule ahead
  - Request via Disability Services Office as needed
Provide well-designed, accessible materials and resources
- Visit the UW Accessible Technology website for.
  - Resources include lists of keyboard shortcuts and instructions for assistive technology users and accessibility documentation for specific products (e.g., Zoom, Skype, Microsoft Teams)
  - Information on creating accessible documents, including presentations

Start and end the meeting on time
Welcome participants as they arrive
Ensure all participants can see and/or hear all other participants, as appropriate
- Have ASL interpreter and caption windows up and running if needed
Ask participants to do introductions and restate their names again before speaking
- Allows anyone using an interpreter or listening only to voices knows who is speaking
Provide accessible alternatives for collaboration if needed (e.g. voting, hand-raising)
Facilitate to make sure all are included and heard
- Describe/explain any visuals not provided ahead of time
- Describe/explain any processes that are occurring (e.g. simulations, demonstrations), if necessary

Set computer up with meeting software ahead of time
Arrive in the meeting room on time
Participate from a quiet location; reduce distractions by muting phone and messaging apps
Say your name before speaking to the group to help tracking of participants; this also helps ASL interpreters and captioners
Speak clearly and not too fast; this will benefit many, including ASL interpreters and captioners
Avoid talking over others – this makes interpretation or captioning very difficult if not impossible
Limit side conversations and multitasking so all participants are able to acquire the content
Share all content within the video conferencing connection and using online tools (e.g., Google docs) whenever possible to ensure all participants have access.

Send a recap that includes a summary of topics discussed and links to relevant websites, online resources, and other materials discussed during the call

ASUW Student Disability Commission: Accessible Events Checklist