Thinking about hosting an online event? Your event should be accessible for all audiences. If you'd like to learn in more depth about creating accessible virtual conferences SIG Access has an excellent resource outlining all considerations.
Knowing ahead of time who will be attending your event will give you time to organize any requested accommodations. Add the Accessibility Statement for Events wording into your event's registration form and close the registration period several days before the event.
If someone requests accommodations, you will need to get in touch with DSS to set up things like a live transcriber, if requested.
Cut down on day-of stress; pre-record your event videos and send your video(s) for captioning. Pre-recording and captioning a video takes extra work up front and requires ample planning, but makes for an accessible experience for all audience types and gives the opportunity to edit and polish up your presentation.
CSUSM provides FREE captioning services for campus related videos.
Request captions today through the Caption Request Form.
Do not assume your event attendees are actively watching what is on screen. Online events make it very tempting for sighted users to open a new tab and passively listen to a presentation and non-visual users are physically unable to see what is being present. Talk through anything that is being presented on-screen in depth for audiences that are listening.
Avoid phrases like "as you can see..." or "look here" as this is not very inclusive language.
As a starting point, the National Association for the Deaf (NAD) has put together a video conferencing feature matrix to help outline some accessibility considerations of commonly used platforms. This list has been developed with a consensus by deaf, hard of hearing, and DeafBlind consumer advocacy organizations and subject matter experts.
Whenever possible, it is recommended to have captioning provided for online events as captions benefit numerous audiences.
Results vary depending on the number of requests sent to the captioning vendor.
For the most up to date estimate of how long captions take to process, refer to the Caption Request Form.
As soon as possible. There is a high demand for live captioners and you should reserve one as soon as it is known that one is needed. Contact DSS to schedule with eCaptions or Automatic Sync as soon as you have the event date/time so a captioner can available.
If possible, it is encouraged to either: