How To Make Your Public Presentations Accessible

Do you have visually impaired people attending your meetings?  This article looks at how you can make your Visual Aids work for everyone …

Key Principles

It is important that all forms of media are accessible to everyone attending a meeting. Where a particular media may create problems you should always consider first whether you actually need to use it, or are there alternative ways of presenting the information, which are inclusive, simple and equally effective?  

As a general rule you should always provide a verbal description of any visual items used during the meeting, and if appropriate provide an alternative format in advance such as Braille or Large Print.

Presentations

Where the audience must read the presentation on display, it should be made available to participants who would be unable to access the presentation media, in an appropriate format for them such as Braille. Ideally this should be sent out in advance. Disabled people who have access to a reader or carer, who interprets the material for them, should be sent the presentation at least 10 days before a meeting.

The presentation process must not only take account of participants who may be following the text on paper but also in an alternative format or receiving information by way of an interpreter.  It is therefore helpful to number your slides or images, and inform participants when you move to a new number.  Describe any visual items used rather than assuming all participants can see for themselves.

Photos

If you feel the need to use visual images of any type again you will need to be prepared to describe them in detail for any visually impaired person so that they clearly understand the issue and example as well as anyone else.

Any interpreters in the room will need time to deliver your descriptions. They should have sight of the images beforehand so that they are prepared and understand the concepts you wish to convey.

Plans

There will be many situations where a plan or diagram will need to be used. Bear in mind that very few people are architecturally trained or familiar with many maps, but may be very interested in what you have to say and the project. They may not understand the notation or symbols – the architectural jargon – that may be the key to the presentation material. It should be simplified and time should be taken to explain the plans. Ensure the diagram or plan shows precisely the information that is needed for the meeting, and does not provide superfluous details. Colours should be used that are clear and have a good tonal contrast with each other.

Tactile plans or descriptions can be prepared for visually impaired people, and should be provided in advance to allow the reader time to understand the information.

If you would like further information about A2i’s transcription services please go to www.a2i.co.uk. Alternatively, please email us at info@a2i.co.uk or call us on 01179 70 70 90 to discuss your requirements or to request a quotation.

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