1 Before the Event
Steps
- Create an event post including information on inclusive and accessible features of the event
- Make arrangement for any additional accommodation requests from registrants
- Connect with speakers/presenters to inform them about the College’s inclusive event practices
- Test the platform and other engagement tools
- Prepare and share the session outline and any other materials in accessible formats
1. Create an event post including information on inclusive and accessible features of the event
Including information in the event post about available support to enable full participation of diverse audiences is particularly helpful to attract those who may have had the discouraging experience of barriers in the past. Adapt the template below to create an inclusive event post.
Template: Event Post
Event Title: [insert]
Event Description: [insert]
Event/learning Outcomes: [insert]
Registration Information: [insert]
What participants need to know: We would suggest that you bring something that allows you to take notes and/or capture your thoughts during the workshop. This workshop requires a computer, smartphone, laptop or tablet with access to the internet for an uninterrupted [ insert ] of time although a call-in number will also be provided for participants without internet access. Kindly note workshops may contain interactive components that require audience participation.
The following will be available to support your full participation: [include all that apply]
- Slides and/or a summary of the content [choose one: before or after the session] to support your participation and/or learning.
- [choose one: automated or live] closed captioning in English
- The option of using the chat, mic and/or video function during a question and answers period/discussion or when breakout rooms are in use
Centennial is committed to providing an accessible and inclusive living, working and studying environment for all members of its community so that individuals do not have to disclose their disability-related accommodations. If you have specific accommodation needs that you require in order to fully participate in an event, please contact Jenny Clement, Accessibility and Universal Design for Learning Lead at jclement@centenniacollege.ca
Questions about this event can be directed to [Name of the Event Organizer] at .
2. Make arrangements for any additional accommodation requests from registrants
The most commonly requested accommodation requests for events at Centennial College are live captioning and sign language interpreters. If you receive these or any additional accommodation requests from registrants, connect with Jenny Clement (jclement@centennialcollege.ca) to support in making the arrangements.
There are several options to provide the live captioning for your event:
- Hire a captioner to provide real-time captioning. For questions, contact Saira Merali (smerali@centennialcollege.ca).
- Use a platform that includes automated live captions. Microsoft Teams and Zoom (Centennial account only) have this feature. Review the instructions on how to turn on live captioning in each platform: Live captions in Teams Meetings and Live Transcript in Zoom Meetings.
- If both of the above options are not feasible, use a presentation tool with an automated Subtitles function and share the screen while in Slide Show mode. For Centennial students and employees, using Microsoft 365’s PowerPoint is recommended. Follow the steps in the instructional document Present with Real-time, Automatic Captions or Subtitles in Powerpoint.
3. Connect with guest speakers/presenters to inform them about the College’s inclusive event practices
Everyone has a part in creating inclusive events, including internal and external speakers or presenters. Adapt the template email below to reach out to your speakers or presenters to share our commitment to creating accessible and inclusive events and ask for their support.
Template: Email to Internal/External Speakers
Dear [Name of Speaker],
We are very much looking forward to your presentation [Title of Presentation]. Centennial College is committed to creating accessible events for all members of its community. As part of this commitment we ask all our speakers to incorporate the following accessible practices into their [choose one: presentations/events]:
- Please provide a summary of your content. If possible, we encourage you to also include an agenda, slides, readings etc. in an accessible format to the event organizer a minimum of twenty-four hours before the event. This will allow participants to review the information beforehand and assist with the learning process of individuals. For more information on creating accessible materials, we recommend completing a short module on Creating Accessible Content and Communication.
- The College encourages that you distribute or inform participants of your social media presence to enable them to follow-up with you concerning any questions or comments that they may have.
We want to thank you in advance for supporting our effort to create an inclusive experience for everyone. Please feel free to contact Teresa Lee, Accessibility and Universal Design for Learning Lead at tlee@centennialcollege.ca with any concerns related to the accessibility practices of the College. If you have concerns or issues related to your specific event/presentation, kindly contact the event organizer [Name of Event Organizer].
4. Test the platform and other engagement tools
Test the platform (e.g., Zoom or Microsoft Teams) before the event to identify and troubleshoot any technical issues, including sharing screen and audio or using any additional engagement tools such as a polling tool. Test on various devices (e.g., computer, tablet, smartphones) and browsers, whenever possible. If there are any accommodation requests, ensure that these requests work properly on the platform and share any important information with the requester before the event. For instance, on Zoom, a participant may not be able to view the speaker and the sign language interpreter if they are using a mobile device.
5. Prepare and share the session outline and any other materials in accessible formats
Providing the session outline and materials such as presentation slides or handouts before the session can better prepare participants for your event. Sharing information on how to use the platform or engagement tools ahead of time will also help with participation during the event. When sharing these materials, be sure that they are in accessible formats. Learn more about how to do so by reviewing the following resources:
- How to Add Captions to Videos Using Microsoft Stream
- Microsoft Office Accessibility Checker
- Creating Accessible Documents
- Creating Accessible PowerPoint Presentations
- Creating Accessible PDF’s
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