Meeting coordinators and event speakers should ensure events are accessible to all participants, including people with disabilities. Although they are designed for inclusion for people with disabilities, the practices here will benefit many participants.
Advertising & Registrations
- Ensure your online registration system is accessible. If you are unsure, please request a test.
- Include instructions for requesting accommodations in your invitations and event listing, such as “To request disability-related accommodations, please email (address) at least a week in advance.”
- For onsite registration, ensure the table can be easily reached and that materials are easy to read.
Slides & Visual Materials
Text
- Keep slides simple and concise.
- Slides with dark backgrounds and light text ease eye strain, in particular in brightly lit spaces.
- Choose colors with plenty of contrast so text and other information are easily seen against the background.
- Large (at least 18pt), left-justified, sans serif text eases readability.
- Use bold (not italics) for emphasis.
- Use bulleted or numbered lists wherever possible.
- Use plenty of vertical spacing between lines.
Graphics
- Keep graphics as simple as possible. Highlight the most important information.
- Use high-contrast colors, and do not rely on color alone to convey information.
- Describe visuals for people with visual impairments, viewing on a small screen, or those unfamiliar with the topic.
If requested, provide materials in advance.
Captions & Interpretation
Automated Captions
Machine-generated live captions are a helpful feature for many people. However, they should not be relied upon for accommodation, as many factors can interfere with quality and accuracy. It is a good practice to remind participants at the start of an event that captions are available.
Live Captions / CART
Live captions are provided by a professional captioner. They are used for major events, and may be required for an accommodation. They may be provided on-site, or remotely. Services are provided by third parties, with guidance through AV Services.
Departments are responsible for funding.
Caption requests should be scheduled as far in advance as possible. We recommend at least six weeks.
On Site Captioning
These are used for large events such as Commencement. For information, contact AV Services.
Remote Captioning
Remote live captions are also provided by a professional captioner, but they are join an event remotely. These tend to be used for smaller events. For information, contact AV Services.
American Sign Language
Provide interpretation upon request. The sponsoring department is responsible for funding interpretation services:
- American Sign Language: Email [email protected] for a list of interpreters.
Aira Service
- The Aira service for those with visual or print disabilities, is available at NO COST to attendees at on-campus events.
In-person events
Physical access
- Ensure that accessible parking spaces are available
- Review the detailed building guides in the Campus Access Guide to check the accessibility of the space
- Please share information about accessing the Princeton Campus Map app (iOS and Android). It provides turn-by-turn walking, step-free, bike and transit routes for navigating between buildings.
- Organize seating to ensure wide aisles and designated spaces for wheelchair users
- Consider a layout that allows for flexible seating arrangements
- Ensure ramps or lifts are available for stage access. Use an adjustable height podium when applicable
- For help with event-specific changes to a space, including different types of chairs, please email [email protected]
Audio
- Provide assistive listening devices, such as FM systems or hearing loops. They are available upon request. Please email [email protected] for assistance
- In large spaces, ensure everyone who speaks uses a microphone
Food
- Clearly label common allergens (such as peanuts and gluten), and vegetarian, vegan, and gluten-free options
- Dining Services can assist with accurate labeling
- Ensure food stations are at an accessible height for wheelchair users
- Arrange assistance for people with dietary needs
Lighting
- Balance the light level so it is comfortable without causing glare
- Natural light is generally the most comfortable
Online events
Event Platform
Ensure the platform is accessible. If you are unsure, request a test.
- In your event announcements, invite accommodations. Include a statement such as “To request disability-related accommodations, please email (address) at least a week in advance.”
- Budget for live captioning or sign language interpretation
- If requested, provide materials in advance
- The Aira service for those with visual or print disabilities, is available at no cost to attendees. Schedule by emailing [email protected]
Virtual Backgrounds
As much as possible, use your natural background. Digital backgrounds increase eye strain and make it more difficult to read people’s facial expressions. They cause fatigue to everyone, but especially to people with visual and neurological disabilities.
For Detailed Consultation
For further questions, please email [email protected]