“No, this event will not be recorded.”
“Yes, the slides will be available after the event.”
These are two phrases we say or diligently type into a chat box with every virtual event. 
Virtual meetings and events are now staples across the federal government, nonprofits, education, and businesses. The upside to this practice is that more people can attend meetings and receive information without the hassle of commuting far distances.
The downside is that some virtual meetings and events may not meet basic accessibility standards. This isn’t intentional, it’s just a practice that may not always be top of mind during the event planning process.
How can we make virtual meetings and events more accessible? Here are some simple steps to check off your list:
- Provide Accessible Platforms: Choose platforms that support accessibility features like screen readers, keyboard navigation, and closed captioning. Platforms like Zoom, Microsoft Teams, and Google Meet have built-in accessibility tools readily available for attendees to use.
- Use Closed Captions and Transcripts: Enable live captions and provide post-event meeting transcripts. This helps individuals who are deaf, hard of hearing, or who have auditory processing challenges to better understand the conversation.
- Share Materials in Advance: Distribute meeting agendas, presentations, and any necessary documents beforehand in accessible formats, such as Word or tagged PDFs. This allows participants to prepare and use their preferred tools, and follow along with the speakers. Tip! Microsoft products and Adobe have easy-to-use, built-in tools to check accessibility.
- Be Mindful of Visual and Hearing Impairments: Describe visual content verbally for participants with visual impairments - even describing your appearance helps, such as hairstyle and clothing. Speak clearly, at a moderate pace, and avoid background noise to help participants who are hard of hearing.
- Encourage Inclusive Practices: Use features like "Raise Hand" for attendees to take turns to speak or participate. Encourage a culture where everyone has an equal opportunity to speak!
By adopting these easy-to-implement practices, we can create a more inclusive and equitable virtual environment for everyone.
