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Making AER Meetings and Conferences Accessible to All

Making AER Meetings and Conferences Accessible to All. Brought to you by your AER International Accessibility Committee. Topics to Cover. Accessibility Checklists Conference Site Hotel Way Finding and Orientation Proposal Submission Registration and Check-in Program Materials

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Making AER Meetings and Conferences Accessible to All

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  1. Making AER Meetings and Conferences Accessible to All Brought to you by your AER International Accessibility Committee

  2. Topics to Cover • Accessibility Checklists • Conference Site • Hotel • Way Finding and Orientation • Proposal Submission • Registration and Check-in • Program Materials • Presentation • Presenter Handouts • Creating accessible PowerPoints

  3. Conference Site • Use checklist to evaluate site • A “no” on any of these criteria might mean: • The site is not appropriate • Need to find an accommodation • Need to alert attendees during orientation

  4. Conference Site Checklist • Sample items from checklist • Wheelchair accessibility • Stairs • Well lit • Railings available • High contrast on risers • Elevators • Labeled (braille/large print) • Audible tones

  5. Conference Site Checklist (continued) • Sample items from checklist • Wheelchair accessibility • Stairs • Well lit • Railings available • High contrast on risers • Elevators • Wheelchair accessibel • Labeled (braille/large print) • Audible tones

  6. Conference Site Checklist (continued) • Sample items from checklist • Wheelchair accessibility • Stairs • Well lit, railings, contrast on risers • Elevators • Labeled (braille/LP), audible tones • Dog relief areas • Acoustics / ambient noises • Meeting rooms • Labeled

  7. Hotel Accessibility Checklist • Sample items from checklist • Guest rooms • Wheelchair accessible • Accommodations for hearing loss • Door labels • Tactilely accessible keys • Disability awareness training for staff • Nearby restaurants • Training for food servers

  8. Way Finding and Orientation Accessibility Checklist • Sample items from checklist • Identify challenges • Orientation sessions for attendees • Notification of orientation availability • Volunteers at strategic points • Conference signage • High contrast • Bold • Large print

  9. Proposal Submission Accessibility Checklist • Sample items from checklist • Accessible proposal submission forms • Test access of on-line submission • Screen reader • Screen magnification • Accessible review process

  10. Registration and Check-in Checklist • Sample items from checklist • Paper registration • Printed registration forms • San-serif font • Clutter-free background • Registration forms in alternate formats • Contact info of form for assistance • Options for accessible materials listed on form

  11. Registration and Check-in Checklist • Sample items from checklist • Online registration • Tested with • Screen reading software • Screen magnification software • Contact info of form for assistance • Options for accessible materials listed on form

  12. Registration and Check-in Checklist • Sample items from checklist • On-site registration • Adequate signage indicating registration • Registration materials in alternate formats • Name tags • Sans serif font • High contrast • Clutter free background • First name as large as possible

  13. Program MaterialsAccessibility Checklist • Sample items from checklist • Are members aware of choices • Electronic file names clearly identify contents of file • Electronic file formats • CD • Flash drive (USB stick) • On-line • Are advertisements, announcements, and other “last minute” program materials available in accessible formats?

  14. PresentationAccessibility Checklist • Sample items from checklist • Make sure presenters are aware of • Items in this checklist • Accessible presentations webinar • http://mangold.aerbvi.org/past_events.htm • Simple non-cluttered design • Simple layout • Sans serif font • High contrast • 5-7 bullets per slide • 5-7 words per bullet

  15. Presentation HandoutAccessibility Checklist • Sample items from checklist • Handouts in alternate formats • Sans serif font • High contrast • Dark ink on pastel paper • Braille properly formatted and proof-read • No print handouts unless available in alternate formats

  16. Accessible Power Point Presentations • Available on AER website • http://mangold.aerbvi.org/past_events.htm

  17. Guidelines for CreatingAccessible PowerPoint Presentations

  18. Topics to Cover • Part 1: Making Your Presentation Accessible • Slide design & layout • Dealing with graphics, tables, charts, etc. • Slide transitions • Delivering the presentation • Part 2: Preparing accessible handouts

  19. Making Your Presentation Visually Accessible • Use simple, non-cluttered design template • Use simple layout • Use sans serif fonts • Be mindful of color contrast issues • Avoid conveying information with emphasis or color alone • Limit quantity of text per slide

  20. Making Your Presentation Accessible – Slide Design Selecting a design template • Simple • Non-cluttered • Good examples • Orbit, Refined, Beam, Slit • Bad examples • Competition, Proposal, Fireworks

  21. Orbit Design Template Good example • Some color variation • Some background variation • Do not interfere with readability of text

  22. Refined Design Template Good example • Varied text layout • Thick and thin borders • Do not interfere with text • Change bullet color

  23. Beam Design Template Good example • Some color variation • Some background variation • Do not interfere with text

  24. Slit Design Template Good example • Some color variation • Some background/texture variation • Do not interfere with text

  25. Competition Design Template Bad example • Too much color variation • Too much in background • Text will be difficult to read across the slide

  26. Proposal Design Template Bad example • Too cluttered • Space lost to non-essential graphics

  27. Fireworks Design Template Bad example • Too much distraction with fireworks • Uses italics

  28. Making Your Presentation Accessible – Slide Design Simple, non-cluttered design template • To find template names • Open Format menu • Select Slide Design • Hover mouse over thumbnail, name pops up

  29. Making Your Presentation Accessible – Slide Design Simple, non-cluttered design template • Another option to find template names • Launch Windows Explorer program • Open Program Files folder • Open Microsoft Office folder • Open Templates folder • Open Presentation Design folder • Design templates listed by name

  30. Making Your Presentation Accessible - Fonts • Use sans-serif fonts • APHont • Verdana • Tahoma • Arial?? • Uppercase i, lowercase l, (Illusion) • Use Bold

  31. Making Your Presentation Accessible - Fonts • Don’t use • Times New Roman, Courier New • Avoid Italics • Titles of slides: 48-64 point bold • Bullets and text: 24-46 point bold • Save often

  32. Making Your Presentation Accessible – Text and Background Color Be mindful of color contrast issues • Use light text on a dark background • yellow on black • white on dark blue • white on black • light yellow on dark green

  33. Making Your Presentation Accessible – Text and Background Color Be mindful of color contrast issues • Avoid dark text on light background • Looking into bright light • Pupils may constrict • Hard to see text

  34. Making Your Presentation Accessible – Text & Background Color Samples of contrast: text and backgrounds High Contrast High Contrast Low Contrast Very Low Contrast

  35. Making Your Presentation Accessible – Color / Emphasis Conveying information with color and emphasis • Here are some important words • Emphasize text in verbal presentation (loudness, pitch), or • Say: “The phrase ‘important words’ is colored red and emphasized with underlining.”

  36. Making Your Presentation Accessible – Colored Text If color used to convey information… Explain information conveyed Example:Product List (green= new) • Web weenies • Prompt junkies • PowerPoint prodigies • Touring trainers • Inspiring ice breakers (read list, say "prompt" and "touring" are new)

  37. Making Your Presentation Accessible – Quantity of Text • Limit number of bullet points • 5-7 bullets/lines per slide • Total quantity of text per slide • Maximum 5-7 words per bullet/line • Make points short and concise • Save often

  38. Making Your Presentation Accessible - Levels • Promoting and demoting text • Makes reading easier for everyone • Use levels • Under bullet points • When desired • Each sublevel uses smaller text

  39. Making Your Presentation Accessible - Levels • If slide has only a few points You can • Adjust font size to fill slide

  40. Example: Retirement • Traveling • Around the world • Relaxing • In a hammock • Visiting • Children and grandkids

  41. Unfortunately there’s no honoraria

  42. Making Your Presentation Accessible – Slide Layout • Title & Text layout is probably best • Others can work • Some elements may need • Verbal descriptions • Extra step for handouts

  43. Making Your Presentation Accessible – Slide Layout Will slide content be accessible? • To check • Select Outline view • Left side of screen • Is all text viewable? • Check carefully (text boxes) • You’re good to go

  44. Making Your Presentation Accessible – Slide Layout Will slide content be accessible? • Checking? • If not • You’ve probably used graphical text elements • How to fix • Add description with “alt” text • (see later slide)

  45. Making Your Presentation Accessible – Slide Layout • Graphical elements • Photos • Clip art • Graphs • Charts • Diagrams • Text boxes Example of a text box with a border.

  46. Making Your Presentation Accessible – Graphic Description • Add descriptive “alt” text for accessibility • Select graphic element • Right click, or • Press Shift+F10 • Opens menu, choose “Format …” • Picture, Text box, Object, etc.

  47. Making Your Presentation Accessible – Graphic Description • Add descriptive “alt” text for accessibility • Select the “Web” tab • An edit field opens • Press Tab key or left click in field • Type description of graphical element • Press Tab key & Enter • Or choose OK button

  48. Making Your Presentation Accessible – Slide Transitions • Use sound transitions • Audio cue for slide change • Easier to follow • Use subtle sound

  49. Making Your Presentation Accessible – Slide Transitions Here’s how • Open the Slide Show menu • Select Slide Transition… • Under Modify transition • Select Sound drop down menu • Choose sound (Good / Bad sounds) • Further down select Apply to All Slides

  50. Delivering the Presentation • State that presentation will contain • Text on screen • Graphics on screen • Invite viewers to move forward • Turn off lights close to screen

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