Plan and host an accessible virtual event

Information on how to create an accessible and inclusive virtual event.

UW-Madison is committed to ensuring that its services, facilities, workspace, and programs are accessible to and usable by people with disabilities. In light of the transition to more remote and/or virtual learning and working, including classes, seminars, workshops, meetings, and events for students, staff, faculty and members of the broader UW-Madison community, it is important to make these activities as accessible and inclusive as possible.


On this page


Important considerations

 


Planning an event

To ensure an inclusive event, plan for accessibility regardless of whether or not an accommodation request is made.

What type of event are you planning?

Accessibility and technology considerations by event type:

 Event Type

 Accessibility Considerations

 Technology Considerations

Live, virtual event with no participant interaction
  • Real-time captioning
  • Sign language interpreting
  • Presenter style (see ‘During the event’ below)
  • Accessible presentation content
  • Avoid using virtual backgrounds
  • Web conferencing platform (YouTube Live, WebEx, Zoom, Blackboard Collaborate Ultra) 
  • Media player (YouTube Live)
Live, virtual event with participation interaction
  • Real-time captioning
  • Sign language interpreting
  • Presenter style (see ‘During the event’ below)
  • Accessible presentation content
  • Accessible Q&A and chat  
  • Avoid using virtual backgrounds
  • Web conferencing platform (YouTube Live, WebEx, Zoom, Blackboard Collaborate Ultra) 
  • Media player (YouTube Live)
  • Interactive platforms (Q&A, chat, polls)
Pre-recorded or recorded event
  • Captioning or closed captioning
  • Sign language interpreting
  • Audio descriptions
  • Access to accessible presentation content
  • Media player (YouTube, Vimeo, Kaltura, etc.)
  • Interactive transcript

 

Accessibility and usability barriers for web conferencing tools:

Zoom and YouTube accessibility and usability information coming soon.


Dig deeper into technology options



Promoting an event




Hosting an event

Just prior to the event

During the event

After the event



How to arrange:

Real-time captioning for a live event

Note: Please do not rely on a technology platform’s auto-caption feature–it will not be fully accurate and is not compliant with the Americans with Disabilities Act.

Captioning for a pre-recorded event

Note: Please do not rely on a technology platform’s auto-caption feature–it will not be fully accurate and is not compliant with the Americans with Disabilities Act.

Audio descriptions for a recorded event

Sign language interpreter



Additional resources



Contacts

ADA Coordinator – ada_coordinator@wisc.edu or (608) 265-6018


Campus resources: