Presenting Accessibly (Teams/Rooms/Projectors)

Introduction to accessible presenting

Creating an accessible presentation is only half the battle—delivering it inclusively is equally important. Accessible presenting ensures that all audience members, regardless of their abilities or the technology they use, can fully participate in and benefit from your presentation.

Inclusive presentation delivery involves:

• Technical accessibility: Ensuring assistive technologies work properly
• Communication accessibility: Describing visual content and providing alternative formats
• Engagement accessibility: Creating opportunities for all participants to interact
• Environmental accessibility: Adapting to different settings and audience needs

Technical setup and preparation

Before the presentation

Hardware testing

• Microphone quality: Test primary and backup microphones
• Audio levels: Ensure consistent volume throughout the room
• Screen visibility: Check slides are readable from the back of the room
• Lighting considerations: Avoid glare on screens and ensure presenter visibility

Software preparation

• Update PowerPoint: Ensure you have the latest version with accessibility features
• Test live subtitle functionality: Verify it works with your microphone setup
• Backup plans: Have offline versions ready in case of connectivity issues
• Assistive technology compatibility: Test with screen readers if possible

Room and environment setup

• Seating arrangements: Ensure clear sightlines to screens and interpreter areas
• Accessibility equipment: Confirm availability of hearing loops, interpreters, or other accommodations
• Lighting control: Ability to adjust lighting for screen visibility and presenter needs
• Emergency procedures: Know how to quickly address technical difficulties

Virtual presentation setup

• Platform familiarity: Know how to enable captions, screen sharing, and chat features
• Backup communication: Phone numbers or alternative contact methods
• Recording considerations: Inform participants if the session will be recorded
• Accessibility features: Test platform-specific accessibility tools

Enable live subtitles and test audio

Setting up live subtitles in PowerPoint

1. Enable subtitles: Go to Slide Show → Subtitle Settings → Always Use Subtitles
2. Choose languages: Set both spoken language and subtitle display language
3. Position subtitles: Select a position that doesn't interfere with slide content
4. Test accuracy: Speak sample content to verify subtitle quality
5. Adjust settings: Fine-tune subtitle appearance for visibility

Optimizing subtitle accuracy

Alternative subtitle solutions

For Microsoft Teams presentations:

• Teams live captions: Enable captions in Teams meeting controls
• Language selection: Choose appropriate spoken and caption languages
• Chat alternatives: Use chat for clarifying misheard content

For other platforms:

• Zoom auto-captions: Enable live transcription in Zoom settings
• Google Meet captions: Turn on captions in meeting controls
• Third-party solutions: Web Captioner, Otter.ai for real-time transcription

Testing and troubleshooting

• Pre-presentation testing: Test subtitle accuracy with actual content
• Room acoustics assessment: Check for echo, background noise, or interference
• Backup communication: Have written materials ready if subtitles fail
• Technical support: Know who to contact for immediate technical help

Describe visuals during presentation

Describe visuals briefly when you present (don't assume everyone can see them). This practice benefits people who are blind or have low vision, as well as those who may be listening while multitasking or have cognitive processing differences.

What to describe

Description techniques

Integrate naturally into your presentation:

• "This chart shows revenue growth from Q1 to Q4, with the steepest increase in Q3."
• "The photo on the left shows our new Toronto office, while the right image shows the Vancouver location."
• "The process flow moves from left to right, starting with customer inquiry and ending with resolution."
• "I'm highlighting the deadline dates in yellow on this timeline."

For complex visuals:

• Provide overview first: "This organizational chart shows our department structure with three main divisions."
• Break into sections: "Starting from the top, we have the leadership team, then the operational divisions below."
• Identify relationships: "The solid lines show direct reporting relationships, while dotted lines indicate collaborative partnerships."
• Highlight key takeaways: "The main point here is that each division operates semi-independently."

Timing your descriptions

• Before diving into details: Give context about what's displayed
• During explanation: Weave descriptions naturally into your narrative
• When pointing or gesturing: Verbally indicate what you're highlighting
• At transitions: Briefly describe new visual content being introduced

Verbal navigation and link callouts

Verbally call out links or actions instead of 'click here'. This helps screen reader users, people taking notes, and anyone who needs specific instructions for following up on your content.

Link and navigation best practices

Providing actionable information

For web resources:

• Full URLs when practical: "The training materials are at training.gc.ca/accessibility"
• Search terms when URLs are complex: "Search for 'WCAG 2.1 guidelines' on the W3C website"
• QR codes with alternatives: "Scan the QR code or type bit.ly/access-guide"
• Contact information: Include email addresses and phone numbers when relevant

For document references:

• Document titles: "Refer to the 'Digital Accessibility Handbook, Version 3'"
• Section numbers: "This is covered in Section 4.2 of your handout"
• Page numbers: "Turn to page 15 for the detailed checklist"
• File names: "Open the file named 'accessibility-checklist-2024.pdf'"

Interactive elements

For form fields and controls:

• Field labels: "Enter your email in the 'Email Address' field"
• Button names: "Click the 'Submit Registration' button"
• Menu options: "Select 'Accessibility Settings' from the Tools menu"
• Checkbox and radio options: "Check the box labeled 'Enable screen reader support'"

For multimedia controls:

• Video controls: "Use the play button to start the demonstration video"
• Audio controls: "Adjust volume using the slider control"
• Caption controls: "Enable captions using the CC button"
• Playback options: "Change playback speed in the settings gear icon"

Screen size and visibility considerations

Ensure adequate text size on projected screens; avoid dense slides. What looks clear on your laptop may be unreadable from the back of a conference room or on a small virtual meeting window.

Font size guidelines for different contexts

Content density management

Avoid cramped slides:

• Limit bullet points: Maximum 6-7 points per slide
• Use white space effectively: Don't fill every inch of the slide
• Break up complex information: Use multiple slides instead of cramming content
• Prioritize essential information: Include only what's necessary for understanding

Design for readability:

• High contrast combinations: Dark text on light backgrounds or vice versa
• Simple, clean fonts: Avoid decorative typefaces for body text
• Consistent formatting: Use the same fonts and sizes throughout
• Logical hierarchy: Clear distinction between headings and body text

Testing visibility

• Distance testing: View slides from the farthest seat in your presentation space
• Lighting variation: Test slides in different lighting conditions
• Device testing: Check readability on laptops, tablets, and phones
• Multiple screen sizes: Test on different monitor sizes and resolutions

Backup strategies

• Large text versions: Create extra-large text versions for problematic venues
• Handout alternatives: Provide printed or digital copies for detailed content
• Zoom capabilities: Know how to zoom in on specific slide areas
• Duplicate information: Include key information in both visual and spoken formats

Share materials in advance

Share the deck and any transcripts or handouts in advance when possible. This allows participants to prepare, follow along more effectively, and access information in their preferred format.

What to share in advance

Timing and delivery methods

Recommended timing:

• Complex presentations: 1-3 days in advance
• Training sessions: 3-5 days in advance
• Conference presentations: Day before or morning of
• Internal meetings: 24 hours in advance

Delivery methods:

• Email attachments: For smaller files and limited audiences
• Shared drives: Cloud storage links for larger files
• Learning management systems: Course platforms for training content
• Event platforms: Conference or webinar platform resources sections

Accessibility considerations for shared materials

• Multiple formats: Provide PowerPoint, PDF, and HTML versions when possible
• Screen reader compatibility: Test materials with assistive technologies
• Mobile-friendly formats: Ensure materials work on smartphones and tablets
• Clear file naming: Use descriptive names that indicate content and version

Communication about advance materials

• Clear instructions: Explain how to access and use the materials
• Technical support: Provide contact for help accessing materials
• Optional nature: Clarify that advance review is helpful but not required
• Update notifications: Inform participants of any last-minute changes

Platform-specific tips

Microsoft Teams presentations

• Live captions: Enable captions in meeting controls before presenting
• Screen reader announcements: Announce when you start/stop screen sharing
• Chat accessibility: Monitor chat for questions from participants who can't speak
• Recording considerations: Ensure recordings include captions and are accessible

Conference room projectors

• Resolution testing: Test slide readability at actual projection resolution
• Color accuracy: Verify that contrast levels are maintained when projected
• Lighting coordination: Work with facility staff to optimize room lighting
• Backup displays: Consider providing materials on tablets for front-row participants

Hybrid presentations (in-person + virtual)

• Multiple format needs: Consider both in-room and online accessibility needs
• Audio management: Ensure both audiences can hear clearly
• Interaction equity: Provide equal participation opportunities for remote and in-person attendees
• Technology redundancy: Have backup plans for both in-person and virtual components

Webinar platforms

• Platform-specific features: Learn each platform's accessibility tools
• Attendee accommodations: Know how participants can request accommodations
• Interaction methods: Provide multiple ways for participants to ask questions
• Follow-up accessibility: Ensure recordings and materials remain accessible

Accessible audience interaction

Q&A sessions

• Multiple submission methods: Accept questions via chat, email, raised hands, and verbal
• Repeat questions: Always repeat audience questions before answering
• Time for processing: Allow extra time for people using assistive technologies
• Clear moderation: Use consistent signals for when Q&A begins and ends

Polls and interactive elements

• Alternative participation: Provide non-visual ways to participate in polls
• Clear instructions: Explain exactly how to participate in interactive elements
• Time limits: Provide adequate time for people using assistive technologies
• Result sharing: Announce poll results verbally, not just visually

Group activities

• Accommodation planning: Consider accessibility needs in group formations
• Clear role definitions: Explain what each person should do in group work
• Alternative formats: Provide different ways to complete group tasks
• Support availability: Have facilitators available to assist as needed

Quick checklist