June 2021 Manager Meeting: Event Accessibility

This month we were joined by special guests Andrew Nielson from GSA’s Government-wide IT Accessibility team and Dan Williams from the U.S. Web Design System. Andrew and Dan discussed how to make our events accessible — addressing requirements for live events, pre-recorded events, and practical tips for both. Laurie Chidlow also provided a quick analysis of YouTube analytics from our event recordings.

Captions

• Captions are required for both live and pre-recorded media. This includes both speech AND non-speech audio information (sound effects, music, laughter, speaker identification, location).
• For more information see WCAG Success Criterion 1.2.2: Captions (Precorded), and 1.2.4: Captions (Live).
• Live, human transcribers are more accurate than services using artificial intelligence; we use FedRelay for all of our Digital.gov events.
• Because of additional moving pieces during live events, standards for synchronization, accuracy, and completeness are relaxed for live broadcasts/events.
• Captioning for recorded events must be edited to include proper punctuation, spelling, speaker names, etc.
• Slow down your speech! Plan enough time to adequately cover content. This gives captioners the chance to keep up with your content.

Audio descriptions

• Audio descriptions are required for pre-recorded, synchronized media. Since we create recordings from live events, this means the speaker must describe the visual details of graphics/images/tables on their slides, during the live event.
• For more information see WCAG SC 1.2.5 Audio Description (Prerecorded).
• This doesn't mean speakers have to read their slides word for word, or describe every little mark or image; however, they must describe the information that is necessary and important for understanding the content.
• Speakers should set the stage and convey what the images are and what is important about those images. As an example, you don't have to say, “the flower has six petals” unless it's important for the audience that the flower has six petals.
• It’s important to announce speaker changes throughout the entire event. Announce each time there is a change in who is speaking.

How to structure your slides

• Use large text and limit the amount of text on any slide to simply include your main points. Using large text forces you not to include too much text on the slide.
• Use text that has a color that is readable from a color contrast perspective.
• Include slide slide numbers on every slide and vocalize the slide number at the beginning of the slide. It might seem awkward but you’ll begin to get used to it and the audience will too. This is helpful for people following along with your slides.
• Alt text. Make sure images in your slides have alt text associated with them.
• Run the PowerPoint accessibility checker before submitting your slides for an event -- and correct any deficiencies.

Key Takeaway

It is far easier and much less time consuming to create events and presentations with accessibility in mind -- from the start. Typically, communities do not have the resources to redo an audio recording, add captions after the fact, etc., to make an event accessible after it is held.

For more information, visit:

• https://www.section508.gov/create/synchronized-media
• https://www.section508.gov/create/accessible-meetings
• https://www.section508.gov/create/video-social
• https://www.w3.org/WAI/media/av/

YouTube

• 7 minutes (12%). This is the average watch time for recorded Digital.gov events, most of which are 60 minutes in length. Think about what is in the first 7-10 minutes of your event and consider that this is what most viewers are going to watch should they miss your event and come back to it later. Because of that, we will begin cutting back event recordings to be much shorter than the actual event (i.e., closer to 7 minutes) and removing Q and A at the end of the presentation.
• Remember, we won't be able to post event recordings that are not accessible, i.e., missing audio descriptions and/or edited captions.