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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