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When planning a virtual meeting or event, you must consider the accessibility needs of people who are d/Deaf or hard of hearing, blind, or have intellectual, developmental, or mobility disabilities.

• Include a statement on your website, registration and all other communications that gives attendees the opportunity to specify their accommodation needs, gives a deadline for requests, and provides the name, email address, and phone number of the individual(s) to contact.
• Let registrants know if the meeting will be recorded and available to view at a later date.
• Make sure all of your marketing materials are accessible!
• Familiarize yourself with the accessibility features of your platform, including captions, keyboard navigability and the display of interpreters. Make sure that your platform has a telephone call-in option.
• Provide all materials, agenda and slides in an electronic, accessible form prior to the meeting or event. This gives participants who use screen readers or have processing challenges an opportunity to review the information ahead of time.

• Designate a point person who can assist with accessibility issues that may arise during the meeting or event and provide their contact information in the chat.
• Include breaks (minimum of 10 minutes for each hour) in your meeting or event. 

• Some attendees may prefer not to turn on their camera in a meeting for a variety of reasons, such as medical privacy concerns, concerns about the ways in which the use of video may reveal or highlight disabilities, the anxiety or distraction that being on video can cause, and more. Allow participants the option to choose not to enable their video, in both the classroom and business settings.
• Keep your camera on to engage participants and allow participants with certain disabilities to better process the information.
• Use good lighting so your face is clearly visible without shadows.
• Make sure your virtual background does not contrast with your face so that you are visible to people with vision impairments.

• When speaking, ensure you are in a noise-free environment and stay close to the microphone. 
• Mute participants who are not speaking, especially in large meetings.
• Let participants know that they have been muted upon entry and state expectations for how and when they should unmute themselves and participate.

• Avoid using any flashing/moving objects or animations during the session.
• Explain how participants may ask questions or speak (e.g., raising hands virtually).
• For the benefit of anyone who may be unable to see your screen, verbalize what is seen and the actions you are taking. Participants who are calling in or have bad internet connections may be unable to see the screen. People who are blind or have low vision may also be unable to see the screen, and cannot read the screen-share contents using assistive technology.
• Repeat any questions or comments made by audience members for all to hear and ensure that such questions or comments are translated into ASL and captioned.
• Build time into your presentations to allow individuals to process information.

• On Zoom, screen readers read aloud the comments in chat, distracting screen reader users from hearing the conversation effectively. As a result, use the chat feature sparingly for only important information; mute the chat function; do not use the chat function; designate a person to read the chats aloud; and/or keep a record of the chat and make it available to users after the meeting.

• Live captions benefit a wide variety of people, and we highly recommend enabling them in your meetings. Participants will be notified that live captions are available and can choose to turn them on or not. Please note that automated live captions are not accurate enough to be used to fulfill a captioning accommodation.
• Zoom provides automated live captioning. For more information, please see Live Captions, ASL Interpretation, and Translated Captions on the UBIT website.
• For information on enabling captions in Teams, please see .