Prior to the Event
--“CART captioning provided” is included in flyers and other communications for the event when applicable.
--Include the virtual format being used in the event information so participants can plan for any assistive needs.
On event communications, invite attendees and presenters to request accommodations if needed
Eg. “We strive to host inclusive, accessible events that enable all individuals, including those with disabilities, to engage fully. To request an accommodation or for inquiries about accessibility, please contact (name, email, phone) by (date).”
Have a telephone-based teleconferencing connection available for participants that cannot use the virtual event technology or plugin.
Provide presenters with a checklist (see Presenter’s Checklist)
CART is recommended for events with 30+ participants. In addition, CART must be arranged for when requested as an accommodation regardless of the size of the event. (see CART and ASL Services). NOTE: If an ASL interpreter is requested as an accommodation, it is not appropriate to substitute CART for ASL.
Provide materials (slide files, handouts) ahead of time to allow participants to review the information.
If providing CART services, enable CART services in Zoom (see Enabling and managing closed captioning and live transcription in Zoom - scroll to the “User” section). Confirm that the captioner is present and captions are working.
If not using CART, enable Live Transcription in Zoom and inform your participants that it is available to them. (see Enabling and managing closed captioning and live transcription in Zoom)
Provide various ways for participants to respond/participate in the presentation such as questions emailed prior to the start of the event, chat and microphone.
If the event will be recorded, prepare accessible versions and create transcripts of the presentation if possible.
Provide clear instructions for engagement to participants, including the process for accessibility troubleshooting and accessibility needs (e.g. during Q&A, anyone speaking should start by saying their name for the captioner, or provide writing materials such as pen and paper).
Ensure the presenter's face (and the ASL interpreter’s upper body if applicable) are well lit and clearly displayed on the screen. Allow participants to “multi-pin” videos of the presenter and the interpreter.