Ability Tools' Guidelines For In-Person Presenters
The following guidelines have been prepared to familiarize trainers and other presenters with the accommodations required for all CFILC/Ability Tools trainings and conferences. Our goal is to ensure all participants have equal access to the information provided by presenters. By adhering to these guidelines, your presentation will be accessible to people with a variety of disabilities.
Because equal access for all participants is of utmost importance, in the event that you are unable to comply with the guidelines, your materials may not be used or the meeting may be postponed or cancelled.
- Use 14 pt. sans serif font (e.g. Arial). Please do not use a smaller font.
- Provide your meeting coordinator with an accessible format of all materials at least 10 days before your presentation so they can be converted to Braille, large print or electronic format. If you contact your meeting coordinator at least 15 business days before your presentation, then CFILC/Ability Tools will be happy to provide you with technical assistance regarding material conversion to alternate formats. Failure to do so will require you to convert the documents to accessible formats or to exclude the handout from the presentation.
- Use at least 24 pt. in a sans serif font (e.g., Arial). Headings should be at least a 36+ font. Please maintain an outline style on all PowerPoints. Avoid writing narratives on a slide or transparency. Remember: Less is more.
- When using color, choose high contrast combinations. Black and white is best. Blue and yellow will also work. Consult with your meeting coordinator if you have any questions about color choices.
- Printed copies of the PowerPoint must be available for individuals who have low vision and are unlikely to see the screen. This will allow them to follow along more easily.
- Read aloud all text and describe charts, tables and graphics for the benefit of those who cannot see. When explaining something on the screen, avoid using pronouns such as “this” (e.g. according to this screen). Be as specific as possible.
- When using flip charts, write in large letters. Always print—do not use script.
Presenters may be required to use a microphone as part of an assistive listening system for participants who are hard of hearing. When needed, the meeting coordinator will arrange for the assistive listening devices as well as check and adjust sound levels with the presenter before beginning the meeting.
- Presenters who need an interpreter should inform the meeting coordinator at least 10 business days before the meeting. Please provide the coordinator with any preferences regarding the type of interpreter or working style you have.
- Always speak at a normal pace and use a normal tone of voice when responding to an individual who is deaf or hard of hearing. Speak directly to that individual—not to the interpreter. Most participants who are deaf or hard-of-hearing will still want to read lips. Always face the group while speaking. Do not speak while looking back at your PowerPoint or while facing charts, screens, etc.
The meeting coordinator is responsible for choosing a site that is accessible for people using mobility devices (wheelchairs, crutches, canes, service dogs, etc). When setting up overhead projectors or other equipment, please keep in mind the need to allow room for all individuals to move about freely. Securely tape all cables and cords to the floor so they are not a hazard. Allow space among the chairs at tables for people using wheelchairs.
All trainings and meetings are conducted in a scent-free environment to accommodate individuals with chemical sensitivities. Please refrain from using scented personal products when participating in one of these events.
If you have any questions regarding these guidelines or if you have additional needs, please consult with your meeting coordinator at least 10 business days before your meeting. This will allow him/her time to accommodate your requests.