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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 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
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
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
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?
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
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
Accessible Power Point Presentations • Available on AER website • http://mangold.aerbvi.org/past_events.htm
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
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
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
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
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: 48-64 point bold • Bullets and text: 24-46 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
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
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
Example: Retirement • Traveling • Around the world • Relaxing • In a hammock • Visiting • Children and grandkids
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
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
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)
Making Your Presentation Accessible – Slide Layout • Graphical elements • Photos • Clip art • Graphs • Charts • Diagrams • Text boxes 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.
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
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
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