Creating inclusive presentations, meetings, and events

Each presentation or session should be designed and conducted with the full participation of all APA members and student affiliates in mind.

Remember that disabilities may not always be visible or obvious. It is wise to assume there will be some members of your audience who will have trouble seeing visual aids (such as slides, overheads, video clips, etc.) and/or some who will have difficulty hearing what is said.

For large audiences, it is helpful to reserve a few front row seats for those individuals who may not have the best possible opportunity to see and hear the presentation otherwise, and removing seats at the end of aisles allows individuals who use wheelchairs access to a variety of seating options.

When possible, all speakers should use a microphone as there will be people in the audience who have difficulty hearing and/or who use hearing assistive devices.

Although rooms will be set-up to address physical accessibility, presenters should review the rooms for accessibility as well. Objects may be moved throughout the course of the day and obstruct access.

Describe all visuals for people who have a visual impairment, who are sitting a far distance from the screen, and who may not understand the visuals:

1. State what you are showing, for example, “This graph demonstrates …”
2. “Shows … ,” “These results indicate …”
3. Do not to leave out information that is depicted in your visuals. For example, if you say “if you look here, you see in this graph…” or “as you can see...” you are excluding people who cannot see the slide.
4. When you ask a question of the audience, summarize the response, such as, Speaker: “How many of you use CBT in your practice? Please raise your hand.” ...then state the results: “less than half raised their hand.”

Presentations with slides

When developing slides, presenters should consider the following:

• Describe the content of graphic slides orally during your presentation.
• Limit the information on each screen/slide so it is easily read from the back of the room.
• Have sufficient text descriptions (alt text) of images/figures/visuals and run the Accessibility Checker, if using Microsoft Power Point, for presentations posted online or sent digitally.
• Use of multimedia video should be captioned.
• Use the default font of 44-point bold font for headings.
• Use 32-point font or higher for short, simple bullets.
• Include no more than six lines of text on each slide.
• The outline view should contain all the text.

Poster presentations

Presenters should use the following recommendations^* to create accessible poster presentations:

• Title size: Ideal is 158-point font but titles should be at least 72-point font or larger.
• Title should be viewable from 10 to 15 feet away to catch the attention of the reader.
• Section title: Ideal is 56-point font but should be at least 46-point.
• Block text/body: Ideal is 36-point font but should be at least 24-point.
• Offer to describe the poster or bring a USB for attendees who are blind or have low vision.

For more information, visit Accessibility of APA Style.

^*Sizes may vary depending on the viewing distance and amount of text to be included.

Always use the amplification system provided. Some meeting and facilities have conference rooms equipped with an assistive listening system that amplifies speech for people who use hearing aids, cochlear implants, and other assistive listening devices. Presenters may be asked to wear an additional microphone to ensure those using the built-in system can clearly hear the presentation. The following should be considered:

• Use microphones even when you are in smaller meeting spaces.
• When audience members have questions, and do not have access to a microphone, repeat the question(s) for the audience rather than asking, “Did everyone hear that?”
• Keep your hands away from your mouth for those who use speech reading.
• Be sure to face the audience as much as possible when reading material from presentation slides.

Some presenters may have sign language interpreters and real-time captioners in their sessions. Presenters should ensure that they do the following:

• Wear a microphone for captioners.
• Slow their speaking rate if they are a rapid speaker.
• Do not walk in front of interpreters.
• Speak directly to the person using the interpreter and not the interpreter.
• Allow extra time when visuals are being presented to allow persons using captioning and interpreting the opportunity to review the material.

Presenters who bring hard copies of material should provide a least two to three copies of their handouts in an accessible format. Presenters should consider the following:

• Print all text visuals in as large a font size as possible (20- to 24-point).
• Make text and important visuals big enough to be read from the back of the room. This includes graphics on slides, multimedia, posters, and other non-electronic material.
• Use an easy-to-read font face that does not have serifs. The following are options for accessible fonts (all are “sans serif” fonts): Arial, Calibri, Helvetica, Tahoma, and Verdana. For reference, an example of a “serif” font is Times New Roman.
• Simplify by using key words, brief and concise phrases or bullets, and avoiding complete sentences.

For more information, visit Accessibility of APA Style.

Presenters can provide their handouts in an electronic format for participants. This works well for individuals who use computers with screen readers or magnification capabilities. If tables are included in an electronic document, presenters should provide a description of those tables in plain text. Include alt text for any images/visuals.

Presenters should use captioned multimedia in their presentation. Captioning allows individuals who are deaf and hard of hearing to understand the multimedia. Captioning can also benefit individuals for whom English is a second language or who learn better reading than listening.

This resource highlights recommended practices to consider when planning in-person events and meetings to ensure they are inclusive and accessible for those with disability and/or neurodivergent identities. Please note this is not an exhaustive list.

• When advertising your event or meeting, include contact information (name, email, and phone number) and instructions for requesting accommodations.
• Advertise the accommodations you have arranged in advance (e.g., real-time captioning and an ASL interpreter will be provided, hard copy of materials available in large print). This will help people who benefit from these accommodations feel welcome and included.
• Ensure all event or meeting communications and materials follow the APA Inclusive Language Guide (PDF, 722KB and are fully accessible (e.g., review Accessibility of APA Style for font recommendations, size 14-point or larger, proper contrast between the text and the background, alternative text tagging on all images/figures/visuals).
• Account for any dietary/allergy/food considerations when providing food, snacks, or beverages and advertise these accommodations. For example, include a packaged food option that does not contain the top 8 allergens.
• Include the cost of CART, also known as captioning, and ASL interpreters in your budget, if needed.
• Provide a detailed event program or meeting agenda to reduce uncertainty.
• Implement the use of Color Communication Badges, which provide a nonverbal way to indicate communication preferences. You can find more information online.
• Provide additional space for attendees and presenters using wheelchairs or other mobility aids; and ensure doorways and aisles are not obstructed.
• Avoid risers or stages when possible, so as not to exclude presenters and attendees who use wheelchairs or other mobility aids.
• Provide seating and ensure tables are less than 34” high. Items on tables should be reachable from a seated position.
• Require presenters to review the information above (Guidance for presenters) before submitting their materials.
• Ensure the event is scent-free to accommodate those with sensitivities, allergies, and/or respiratory health conditions.
• Ensure there are plenty of outlets for attendees and presenters to charge assistive devices.
• Confirm that there is a place for service dogs and assistance animals to relieve themselves and that the area is accessible.