FREE CHECKLIST · ACCESSIBILITY

Accessible live event checklist

An accessible event is one more people can take part in fully, whether they are in the room or online. Most of what helps people with disability also helps everyone else: clear sound, readable slides and captions in a noisy office. Work through this checklist as you plan, and ask your audience what they need.

Ask before you plan

Ask about access needs on the registration form, with an open question as well as tick boxes.
Say who to contact about access, and respond to every request.
Publish what access features the event will have, so people can decide whether they need to ask for more.
Leave enough time to book services such as Auslan interpreters, which can need several weeks’ notice.

Captions

Provide live captions on the stream, and let viewers turn them on or off.
Decide the level of accuracy you need. Human captioners are generally more accurate for names, technical terms and accents than automatic captions.
Send the captioner a word list in advance: speaker names, place names, acronyms and technical terms.
Make sure the caption source gets clean sound. Captions are only as good as the audio they hear.
Show captions on screens in the room too, if people there need them.

Auslan interpreters

Book qualified interpreters early. Long sessions usually need two who swap.
Send them slides, scripts and speaker notes in advance.
Agree how the interpreter appears on the stream. For example, a dedicated camera shown in a box on screen, large enough to see hand shapes and facial expressions.
Light the interpreter well, against a plain background.
Position them in the room where Deaf attendees can see both the interpreter and the speaker.

Slides and speaking

Use large text (around 28 point or larger for body text) and a simple, clear font.
Use strong contrast between text and background. Dark on light or light on dark, not mid on mid.
Don’t rely on colour alone to show meaning, such as red and green in a chart.
Keep each slide to one idea, with few words.
Ask speakers to describe visuals aloud, including charts, photos and anything they point at.
Ask speakers to say their name before they speak, especially on a panel.
Avoid flashing or rapidly changing graphics.

The event page and registration

Check the registration form and event page work with a keyboard alone, without a mouse.
Check they work with a screen reader. Buttons and fields should have clear labels.
Make sure viewers can make text bigger. Some event pages have their own text-size control.
Use plain language for instructions, especially for signing in and taking part.
Make documents available in accessible formats, not just as scanned PDFs.
Offer a way to ask a question or get help that doesn’t depend on one method, such as typing or speaking only.

In the room

Check the venue has step-free access, accessible toilets and accessible parking.
Ask whether there is a hearing loop, and test it.
Reserve seats with a clear view of the screens, captions and interpreter.
Make sure the stage and speaking positions can be reached by someone using a wheelchair.
Use microphones for every speaker and every audience question.
Provide a quiet space for anyone who needs a break.

After the event

Publish the recording with accurate captions, corrected after the event if needed.
Provide a transcript alongside the recording.
Share the slides and documents in accessible formats.
Ask for feedback on access, and note what to improve next time.

Want a hand with an accessible live stream?

JPC plans and produces live streams, hybrid AGMs and member voting in Melbourne and across Australia. Talk to a producer about your event.

1800 527 737 · production@jasperpictures.com.au · livestreamvideo.com.au

More free resources · Hybrid event production in Melbourne · Branded live stream pages. Your audience’s way in. · Live stream recordings. Keep the value going.