Accessible Event Tips

Please read these instructions carefully to ensure compliance of your slides and speaking points.

Creating accessible slides:

• Speakers and/or hosts should run the accessibility checker in PowerPoint before submitting their slides. Here are some tips for structuring your slides:
  • Use large text, and limit the amount of text to include only your main points.
  • Use text that has a color that is readable from a color contrast perspective.
  • Include slide numbers on every slide, and vocalize the slide number at the beginning of the slide.
  • Alt text. Make sure images in your slides have alt text associated with them.
  • Training videos on creating accessible presentations are located at https://www.section508.gov/create/presentations/training-videos.
• Submit your accessible PowerPoint slides (not PDFs, Google Slides, etc.) to the Digital.gov team at least 5 business days before the event.
• We advise against using videos or demos in your presentation, unless you are certain that they are completely accessible from a Section 508 standpoint. Let us know if you have questions about this.
• The Digital.gov team will review your slides for accessibility, endorsement, copyright, etc. and post the slides on Digital.gov at least one day before the event.

During the event:

• To meet Section 508 requirements for accessibility, speakers should provide “audio descriptions” throughout their presentations. Read these tips on how to create accessible multimedia content and make audio descriptions for more information.
• To meet audio description requirements, speakers must:
  • Announce slide numbers as they are presenting.
  • Say their name each time they begin to speak, or announce whenever there is a speaker change.
  • Describe images on the slides (or at least what is important about the images. For example, you don't have to say, “the flower has six petals” unless it's important for the audience to know that the flower has six petals).
  • Speak to the text on the slides.
• Using audio descriptions doesn't mean reading your slides word-for-word, or describing every little mark; however, you must describe the information that is important for understanding the content.
• We like to publicly post videos of our events, but we’ve learned that if audio descriptions are not adequate, we won’t be able to post the video, as it doesn’t conform with the Section 508 requirements for pre-recorded videos.
  • If you would like the video to be public after the event, you must comply with the audio description requirements listed above. The Digital.gov team will review the event recording and make a determination as to whether it is accessible and can be posted.
• Visit Visit Section 508: Create Accessible Video, Audio and Social Media for more information on creating accessible videos.

As always, we will provide live captioning during the event, so remember to slow down your speech when giving your presentation.

Please reach out to us with any questions, and for specific IT accessibility questions, Agency 508 Program Managers (PMs) should be your first point of contact.