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

Making AER Meetings and Conferences Accessible to All

Brought to you by your

AER International

Accessibility Committee

1

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

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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

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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

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Conference Site Checklist (continued)


• Well lit• Railings available• High contrast on risers

– Elevators• Wheelchair accessibel• Labeled (braille/large print)• Audible tones

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Conference Site Checklist (continued)


• Well lit, railings, contrast on risers

– Elevators• Labeled (braille/LP), audible tones

– Dog relief areas– Acoustics / ambient noises– Meeting rooms

• Labeled

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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

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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

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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

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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

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• 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

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• 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

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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?

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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

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http://mangold.aerbvi.org/past_events.htm

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

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Accessible Power Point Presentations

• Available on AER website• http://mangold.aerbvi.org/past_events.htm

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http://mangold.aerbvi.org/past_events.htm

Guidelines for CreatingAccessible PowerPoint

Presentations

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Topics to Cover

Part 1: Making Your Presentation Accessible Slide design & layoutDealing with graphics, tables, charts, etc.Slide transitionsDelivering the presentation

Part 2: Preparing accessible handouts

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Making Your Presentation Visually Accessible

Use simple, non-cluttered design template

Use simple layoutUse sans serif fonts Be mindful of color contrast issues Avoid conveying information with

emphasis or color alone Limit quantity of text per slide

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Making Your Presentation Accessible – Slide Design

Selecting a design templateSimpleNon-clutteredGood examples

Orbit, Refined, Beam, SlitBad examples

Competition, Proposal, Fireworks

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Orbit Design Template

Good example

Some color variationSome background variationDo not interfere with readability of

text

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Refined Design Template

Good example Varied text layout Thick and thin borders Do not interfere with text Change bullet color

2323

Beam Design Template

Good example Good example

Some color variationSome color variation

Some background variationSome background variation

Do not interfere witDo not interfere with texth text

2424

Slit Design TemplateSlit Design Template

Good exampleGood example

Some color variationSome color variation Some background/texture Some background/texture

variationvariation Do not interfere with textDo not interfere with text

2525

Competition Design Competition Design TemplateTemplate

Bad example

Too much color variationToo much in backgroundText will be difficult to read across the slide

2626

Proposal Design Proposal Design TemplateTemplateBad exampleBad example Too clutteredToo cluttered Space lost to non-essential Space lost to non-essential

graphicsgraphics

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Fireworks Design Template

Bad example• Too much distraction with

fireworks• Uses italics

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Simple, non-cluttered design templateTo find template names

Open Format menuSelect Slide DesignHover mouse over thumbnail, name pops up

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Simple, non-cluttered design templateAnother option to find template names

Launch Windows Explorer programOpen Program Files folderOpen Microsoft Office folderOpen Templates folderOpen Presentation Design folderDesign templates listed by name

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Making Your Presentation Accessible - Fonts

Use sans-serif fontsAPHontVerdanaTahomaArial??

Uppercase i, lowercase l, (Illusion)

Use Bold

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Making Your Presentation Accessible - Fonts

Don’t useTimes New Roman, Courier NewAvoid Italics

Titles of slides: 48-64 point bold Bullets and text: 24-46 point bold Save often

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Making Your Presentation Accessible – Text and

Background Color

Be mindful of color contrast issuesUse light text on a dark background

yellow on blackwhite on dark bluewhite on blacklight yellow on dark green

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Making Your Presentation Accessible – Text and

Background Color

Be mindful of color contrast issuesAvoid dark text on light background

Looking into bright light Pupils may constrictHard to see text

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Making Your Presentation Accessible – Text & Background Color

Samples of contrast: text and backgrounds

High Contrast

Very Low Contrast

High Contrast

Low Contrast

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Making Your Presentation Accessible – Color / Emphasis

Conveying information with color and

emphasisHere are some important words Emphasize text in verbal presentation

(loudness, pitch), orSay: “The phrase ‘important words’ is

colored red and emphasized with underlining.”

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Making Your Presentation Accessible – Colored Text

If color used to convey information…Explain information conveyed

Example:Product List (green = new)Web weeniesPrompt junkiesPowerPoint prodigiesTouring trainersInspiring ice breakers(read list, say "prompt" and "touring" are new)

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Making Your Presentation Accessible – Quantity of Text

Limit number of bullet points5-7 bullets/lines per slide

Total quantity of text per slideMaximum 5-7 words per bullet/line

Make points short and conciseSave often

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Making Your Presentation Accessible - Levels

Promoting and demoting textMakes reading easier for everyoneUse levels

Under bullet points When desired

Each sublevel uses smaller text

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Making Your Presentation Accessible - Levels

If slide has only a few points

You can

Adjust font size to fill slide

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Example: RetirementTraveling

Around the world

RelaxingIn a hammock

VisitingChildren and grandkids

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Unfortunately there’s no honoraria

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Making Your Presentation Accessible – Slide LayoutTitle & Text layout is probably

bestOthers can work

Some elements may needVerbal descriptionsExtra step for handouts

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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

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Will slide content be accessible?Checking?

If notYou’ve probably used graphical text elements

How to fixAdd description with “alt” text

(see later slide)

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Graphical elementsPhotosClip artGraphsChartsDiagramsText boxes

Example of a text box with a border.

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Making Your Presentation Accessible – Graphic

DescriptionAdd descriptive “alt” text for

accessibilitySelect graphic element

Right click, orPress Shift+F10

Opens menu, choose “Format …”Picture, Text box, Object, etc.

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Making Your Presentation Accessible – Graphic

DescriptionAdd descriptive “alt” text for

accessibilitySelect the “Web” tab

An edit field opens

Press Tab key or left click in fieldType description of graphical element

Press Tab key & EnterOr choose OK button

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Making Your Presentation Accessible – Slide

TransitionsUse sound transitions

Audio cue for slide changeEasier to followUse subtle sound

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Making Your Presentation Accessible – Slide Transitions

Here’s howOpen the Slide Show menuSelect Slide Transition…Under Modify transition

Select Sound drop down menuChoose sound (Good / Bad sounds)Further down select Apply to All Slides

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Delivering the Presentation

State that presentation will containText on screenGraphics on screen

Invite viewers to move forwardTurn off lights close to screen

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Delivering the Presentation

Bulleted pointsShould not appear until presenter

begins discussingShould be spoken when they

appearUse Start on mouse click when

needed

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Delivering the Presentation – Graphic Description

Identify type of graphicPhoto, Graph, Chart, Diagram

Verbally describe graphical elementsDescribe salient features onlySpeak relevant data Suggestions for verbal descriptions

www.csun.edu/cod/conf/2001/proceedings/0031alonzo.htm

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Delivering the Presentation Graph Example

Quarters for FY’10

Sal

es

Say, “This bar graph shows sales for the 4 quarters of FY’10 with quarters 1-4 displayed on X-axis, and number of units sold displayed on Y-axis. 1st Qt = 38, 2nd Qt = 51, 3rd Qt = 35, 4th Qt = 21.”

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Delivering the Presentation Chart Example

Say: “This pie chart shows that in 1997 of all Americans - 12% had a severe disability, 7% had a less severe disability and 81% had no disability.”

Americans with Disabilities, 1997

Less Severe 7%

None 81%Severe

12%

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Delivering the Presentation Diagram Example

FLIGHT DECK

PLAYLOAD BAY DOORS

MAINENGINE

PLAY LOAD BAY

Say: “This diagramof the Space Shuttle shows the payload bay doors open with no cargo in the bay. The extension arm, crew quarters, and payload bay hatch are labeled.”

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Delivering the Presentation Text Box Example

Say: “A text box

is used on this

slide to label a

photograph of the

myReader 2.”

myReader2

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Preparing Regular Print Handouts

Many people like3 slides per page on leftLines for notes on rightNumber slidesUse two sided printing

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Preparing Large Print Handouts

Two Formats are Needed - Why? One for graphical information

PowerPoint Handout

One for accessible textWord or text document

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Preparing Large Print PowerPoint Handouts

Step 1Open File Menu

Select Page SetupUnder Orientation Locate Notes, handouts & outline

Select LandscapeChoose OK

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Step 2Open File Menu

Select Print

Under Print whatSelect Handouts

Under Color/GrayscaleSelect Grayscale

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Step 2 - continuedUnder Handouts

Select Slide per page: 1

Select Scale to fit pageSelect Frame slides

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Step 2 - continuedChoose Preview

Review and adjust setting if necessary

Choose PrintIf no graphics

Printed PowerPoint Handout not needed

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Preparing Large Print Word Handouts

Step 1Open PowerPoint File Menu

Select Send toChoose Microsoft Office WordSelect Outline only

Choose OK

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Step 2Word will open

Text from slides will appearSelect All text – Ctrl+ASet font – APHont, Verdana, ArialSet point size to 18pt or largerSave document

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Step 2 (cont.)Move cursor to last line of title

Press the End keyPress Enter to insert a new linePress Ctrl+L to left justify line, if

needed

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Step 3Type: (Slide 1 – Title Slide)

Parenthesis: locate slide # quicklyPress EnterCopy text of title onto this lineFormat as desired

If multi-line title, condense

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Step 3 (cont.)Move to last line of slide 1 text

Press the End keyPress Enter twice

New lineBlank line

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Step 3 (cont.)Type: (Slide 2)Move to last line of slide 2 text

Press the End keyPress Enter twice

Type: (Slide 3)Repeat for all slides

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Step 4Slides with graphics

Move to last line of slide textPress the End keyPress Enter once

Type: Slide GraphicPress Enter once & Tab key

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Step 4 (cont.)Switch back to PowerPointMove to slide with graphicSelect graphic element

Right click, or Press Shift+F10Choose “Format …”

Picture, Text box, Object, etc.

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Step 4 (cont.)Select “Web” tab

Edit field opensPress Tab key or left click in fieldSelect all text with Ctrl+A, or triple clickCopy text with Ctrl+CPress Tab key & Enter, or choose OK

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Step 5Switch back to Word documentMove cursor to blank line under Slide

GraphicPaste text with Ctrl+VRepeat steps for each graphic elementSave document

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Step 6Number pagesPreview document Make any necessary edits & SavePrint document (2 sided)

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Preparing Braille Handouts

Open the Word file in WordRemove all Bold & Save

Open the Word file in braille translator

Format as neededEmboss

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Guidelines for CreatingAccessible PowerPoint

Presentations

For additional information

Go to www.aerbvi.orgSelect Conferences

Accessibility Guidelines for PowerPoint Presentations

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

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