Digital Accessibility Handbook

WCAG 2.1 / 2.2 — Level AA

العربية

9. Accessible Events & Webinars

Awareness sessions, trainings, and webinars only achieve their goal if everyone can take part. Accessibility planning starts before the invitation goes out.

Before the event

  • Send an accessible invitation — real text (not only an image poster), with a clear date, time, and joining details; add alt text to any graphic.
  • On the registration form, ask: “Do you have any access requirements?” — let people tell you what they need (an interpreter, materials in advance, large print).
  • Share slides and key materials in advance in accessible formats (see Chapters 10 and 11 — documents and presentations).

During an online event (Zoom, Google Meet, Teams)

  • Turn on live captions so deaf and hard-of-hearing attendees can follow along.
  • If an attendee needs it, arrange a sign-language interpreter and pin or spotlight them so they stay visible.
  • Describe key visuals aloud and read out questions from the chat — don’t assume everyone can see them.
  • Ask people to speak one at a time, clearly, and to say their name before speaking.

Turning on live captions

  1. Zoom: the host first turns on Automated captions in Settings → Meeting → In Meeting (Advanced); during the meeting, click Show Captions / CC in the toolbar.
  2. Google Meet: click the “Turn on captions (CC)” button at the bottom of the meeting.
  3. Microsoft Teams: More (…) → Language and speech → Turn on live captions.

During an in-person event

  • Choose a step-free venue with accessible toilets and reserved seating near the front.
  • Use a microphone every time — even in a small room — so everyone can hear.
  • Ensure good lighting on the speaker’s face to support lip-reading.
  • Provide a sign-language interpreter and, where possible, live captions on a screen.
  • Offer materials in large print or digitally so people can use their own devices.

After the event

  • Share the recording with captions added (see Chapter 6).
  • Send out the accessible slides and a short written summary.

Events checklist

  • Invitation and registration are accessible; access needs are asked for.
  • Live captions are turned on for online events.
  • A sign-language interpreter is arranged when needed and kept visible.
  • Visuals are described and chat questions are read aloud.
  • Recording, captions, slides, and a summary are shared afterward.