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 Presentation Presenter Handouts Creating accessible PowerPoints

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

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

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

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

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

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

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

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

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

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

Program Materials Accessibility 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?

Presentation Accessibility Checklist
Sample items from checklist Make sure presenters are aware of Items in this checklist Accessible presentations webinar Simple non-cluttered design Simple layout Sans serif font High contrast 5-7 bullets per slide 5-7 words per bullet

Presentation Handout Accessibility 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

Accessible Power Point Presentations
Available on AER website

Guidelines for Creating Accessible PowerPoint Presentations
There is a Word document version of the information contained n the presentation available on the AER website under the Conferences’ link. These are guidelines, not absolute rules. There will not be fines for modifying the guidelines if needed, unless they are some of my favorite guidelines.

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

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

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

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

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

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

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

Competition Design Template
Bad example Too much color variation Too much in background Text will be difficult to read across the slide Question: “Why is this a bad example?”

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

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

Simple, non-cluttered design template To find template names Open Format menu Select Slide Design Hover mouse over thumbnail, name pops up

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

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

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

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 At the end of (Slide 16), right after the bullet point “light yellow on dark green,” please ask. “I’ve always heard that dark text on a light background provides good contrast. Isn’t that true?” (I’ll answer and lead into Slide 17.)

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

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

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.”

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)

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 Someone will say, “Wait a minute Ike, On the previous slide you certainly had more than 5-7 lines and some of the points had more than 5-7 words. Aren’t you breaking the guidelines?”

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

Making Your Presentation Accessible - Levels
If slide has only a few points You can Adjust font size to fill slide Next slide illustrates this point.

Example: Retirement Traveling Relaxing Visiting Around the world
In a hammock Visiting Children and grandkids I’ll demonstrate this procedure.

Unfortunately there’s no honoraria
Now before we move on to the next topic, I’d like to tell you how you can get your $200 presenter honoraria for presenting at the AER conference. As you can see on this screen all you need to do is send your name and the title of your presentation to the address displayed. What? You don’t see the address on the screen. I’m really sorry about that but I only had time to write it in a black font and well, I guess, it just isn’t showing up to well on this slide with a black background. I’ll just read it to you and you can hear it. “Send your name and presentation title to McComiskey Drive, NW, Chickamauga, GA, ” Oh, you didn’t get that. I’m sorry, but we don’t have time to go over it again. Maybe you can just get it from the person sitting beside you. I’m laughing, and I hope you are, but I hate to tell you that unfortunately there’s not an honoraria. This slide has been inserted to give you an idea of what it might be like to be an audience member who is blind or has low vision sitting in some presentations. Hopefully by following the guidelines in this webinar and the ones posted on the AER website we will be able to make our conference presentations accessible to everyone.

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

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 I’ll demonstrate

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) I’ll demonstrate

Graphical elements Photos Clip art Graphs Charts Diagrams Text boxes I’ll describe each graphical element. This slide may seem very cluttered. However, in this case it’s okay because the will not see all of the items until they have all been explained individually. At tha point the full slide will only be visible for a very shot time before the presentation moves on to the next slide. Example of a text box with a border.

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. I’ll demonstrate this procedure using the graphic on this slide.

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

Making Your Presentation Accessible – Slide Transitions
Use sound transitions Audio cue for slide change Easier to follow Use subtle sound I’ll show steps

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 I’ll show steps

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

Delivering the Presentation
Bulleted points Should not appear until presenter begins discussing Should be spoken when they appear Use Start on mouse click when needed

Delivering the Presentation – Graphic Description
Identify type of graphic Photo, Graph, Chart, Diagram Verbally describe graphical elements Describe salient features only Speak relevant data Suggestions for verbal descriptions

Delivering the Presentation Graph Example
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.” Sales Quarters for FY’10

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.”

Delivering the Presentation Diagram Example
Say: “This diagram of 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.”

Delivering the Presentation Text Box Example
Say: “A text box is used on this slide to label a photograph of the myReader 2.” myReader2

Preparing Regular Print Handouts
Many people like 3 slides per page on left Lines for notes on right Number slides Use two sided printing

Preparing Large Print Handouts
Two Formats are Needed - Why? One for graphical information PowerPoint Handout One for accessible text Word or text document I’ll need someone to ask, “Will you explain in a bit more detail why two formats are needed?”

Preparing Large Print PowerPoint Handouts
Step 1 Open File Menu Select Page Setup Under Orientation Locate Notes, handouts & outline Select Landscape Choose OK I’ll demonstrate

Step 2 Open File Menu Select Print Under Print what Select Handouts Under Color/Grayscale Select Grayscale I’ll demonstrate

Step 2 - continued Under Handouts Select Slide per page: 1 Select Scale to fit page Select Frame slides I’ll demonstrate

Step 2 - continued Choose Preview Review and adjust setting if necessary Choose Print If no graphics Printed PowerPoint Handout not needed I’ll demonstrate

Preparing Large Print Word Handouts
Step 1 Open PowerPoint File Menu Select Send to Choose Microsoft Office Word Select Outline only Choose OK I’ll demonstrate

Step 2 Word will open Text from slides will appear Select All text – Ctrl+A Set font – APHont, Verdana, Arial Set point size to 18pt or larger Save document I’ll demonstrate

Step 2 (cont.) Move cursor to last line of title Press the End key Press Enter to insert a new line Press Ctrl+L to left justify line, if needed I’ll demonstrate

Step 3 Type: (Slide 1 – Title Slide) Parenthesis: locate slide # quickly Press Enter Copy text of title onto this line Format as desired If multi-line title, condense I’ll demonstrate

Step 3 (cont.) Move to last line of slide 1 text Press the End key Press Enter twice New line Blank line I’ll demonstrate

Step 3 (cont.) Type: (Slide 2) Move to last line of slide 2 text Press the End key Press Enter twice Type: (Slide 3) Repeat for all slides I’ll demonstrate

Step 4 Slides with graphics Move to last line of slide text Press the End key Press Enter once Type: Slide Graphic Press Enter once & Tab key I’ll demonstrate

Step 4 (cont.) Switch back to PowerPoint Move to slide with graphic Select graphic element Right click, or Press Shift+F10 Choose “Format …” Picture, Text box, Object, etc. I’ll demonstrate

Step 4 (cont.) Select “Web” tab Edit field opens Press Tab key or left click in field Select all text with Ctrl+A, or triple click Copy text with Ctrl+C Press Tab key & Enter, or choose OK I’ll demonstrate

Step 5 Switch back to Word document Move cursor to blank line under Slide Graphic Paste text with Ctrl+V Repeat steps for each graphic element Save document I’ll demonstrate

Step 6 Number pages Preview document Make any necessary edits & Save Print document (2 sided) I’ll demonstrate

Preparing Braille Handouts
Open the Word file in Word Remove all Bold & Save Open the Word file in braille translator Format as needed Emboss

Guidelines for Creating Accessible PowerPoint Presentations
For additional information Go to Select Conferences Accessibility Guidelines for PowerPoint Presentations

Making AER Meetings and Conferences Accessible to All

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Making AER Meetings and Conferences Accessible to All

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