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Ensure Accessibility of Your Virtual Events | National Endowment for the Arts
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COVID-19 crisis, artists and arts and culture organizations have been proactive in reaching out to their audiences and communities through webinars, livestreamed performances, virtual classes, and virtual visual art collections and museum tours. Cultural organizations should remember to ensure that these invaluable resources are fully accessible to people with disabilities, including those with vision, hearing, and learning disabilities. </p><p>Below are some ways to create an inclusive experience for your virtual and digital events. Please note that this is a high-level overview and not a detailed how-to guide. Let us know of other recommendations or needs from the field to better serve people with disabilities by emailing <a href="mailto:Accessibility@arts.gov">Accessibility@arts.gov</a>. </p><p><strong>Communication tip:</strong> Be sure to include contact information on your website or event registration for requesting an access accommodation. Accommodations provided for the event without request, such as captioning, can be promoted by using the appropriate <a href="https://graphicartistsguild.org/downloadable-disability-access-symbols/">downloadable disability access symbol</a>, which allows people with disabilities to know which accommodations will be provided without having to ask. </p><h3>Streamed and livestreamed performances and events</h3> <ul> <li>Will the performance have live captioning (preferred) for people who are deaf or hard of hearing, or can the captions be created and synced up for later streaming? Sample resources and cost-effective solutions are provided below.</li> <li>Will you provide sign language interpretation in American Sign Language (ASL)? Many platforms allow sign language interpretation alongside the performance or discussion.</li> <li>Will the performance include visual or audio description for people with vision disabilities? <a href="http://www.acb.org/adp/ad.html#what">Audio or visual description</a> is a narration of the visual images in film, television, theater, and other performances.</li> </ul> <h3>Virtual exhibitions and collections</h3> <ul> <li>Will all images include alternative text for people who are blind or have low vision that use screen-reading software? Alternative text (also called “alt text” or “alt-tags”) is a visual description of an image that can be added using image formatting tools to describe the image for screen-reading software users. Social media platforms also allow users to add alt text to their images before they are posted.</li> <li>Ensure videos are captioned and consider adding audio/visual description.</li> </ul> <h3>Videoconferencing & webinars</h3> <ul> <li>Will the webinar be live captioned? <ul> <li>Note: Since webinars provide a platform for people to ask questions and interact with the speakers in real time, live captions allow people who are deaf or hard of hearing to participate in real time, so it’s best to include captioning to the live webinar rather than adding captions in post-production. Captioning also provides a transcript of the event that can be useful for everyone, including those who join the live event late.</li> </ul></li> <li>Are presenters making their visual material accessible? Be sure to: <ul> <li>Use text that is high-contrast and in a large, legible font, such as Arial, Calibri, or Times New Roman. Avoid italics and specialty or decorative fonts. Use an online <a href="https://webaim.org/resources/contrastchecker/">color contrast checker</a>.</li> <li>Describe all images used in the slide presentation and read the relevant text from the screen for people who have difficulty reading or seeing text and visual images. Avoid adding too much text and unnecessary images to slides.</li> <li>Balance the need to verbalize visual information with the need to keep the text concise.</li> <li>Leave blank space at the lower part of the slides should the captioning technology platform used cover any text.</li> </ul></li> <li>Can people access the content if they cannot use a computer? <ul> <li>Be sure to offer different ways to access the videoconference, such as by phone line or transcript provided after the event.</li> </ul></li> </ul> <h3>Online learning events</h3> <ul> <li>Do your students need accommodations, such as real-time captioning or sign language interpreting?</li> <li>Is there a convenient way for students to request accommodations via phone or email?</li> <li>Are videos captioned?</li> <li>Is the platform accessible for a person who uses screen-reading software, such as a person who is blind or has low vision? Are videos audio-described?</li> <li>Have you communicated with the vendors of the online platforms to understand what their capabilities are for accessibility?</li> </ul> <h2><strong>Sample Resources</strong></h2> <p><strong>Please note: The following websites link to a sampling of useful resources that are external to the National Endowment for the Arts’ website. This is a non-exhaustive list; other resources are available via internet search or from state or local disability agencies and organizations. </strong> </p><table style="width: 100%; border:solid 2px #000000; vertical-align:top" cellspacing="1" cellpadding="3"> <tbody> <tr> <td><strong>The Arts Endowment is not responsible for the accuracy of content posted on the following websites nor does the Arts Endowment represent whether that content is up to date. Inclusion on this list of Accessibility Resources is <u>not</u> an endorsement or sponsorship of any organization or product. </strong></td> </tr> </tbody></table> <h3><strong>Captioning </strong><strong> </strong></h3> <ul> <li>Real-time captioning sample resources: <ul> <li><a href="https://www.ncicap.org/">National Captioning Institute</a></li> <li><a href="https://www.captionaccess.com/?fbclid=IwAR2k__5xDxbjaq-p7HH6wNaDa6fnupSrFwwm0iVng40Ss954nESMrfsHSOs">CaptionAccess</a></li> <li><a href="http://www.efficiencyreporting.com/">Efficiency Reporting</a></li> <li><a href="https://streamtext.net/">StreamText</a> – provides a technology platform for delivering real-time captions</li> <li>Note: Other vendors are available on the <a href="https://portal.ncra.org/Sourcebook">NCRA Online Sourcebook</a>, via internet search, or check your local area for small businesses.</li> </ul></li> <li>Post-production and DIY captioning: <ul> <li>Upload video to <a href="https://www.youtube.com/">YouTube</a> and use the platform to add captions. Be sure to review and edit the captions because auto-generated captions are not always accurate.</li> <li>Sample resources: <ul> <li><a href="https://www.rev.com/">Rev.com</a></li> <li><a href="https://www.acscaptions.com/services/post-production-closed-captioning-service/">Alternative Communication Services</a> (ACS)</li> <li><a href="https://www.aslcaptions.com/">ASLCaptions</a></li> <li>Note: Other resources are available via internet search. </li> </ul></li> <li>Sample guide: <a href="https://tinachildress.wordpress.com/2020/03/22/how-to-caption-your-videos/?fbclid=IwAR1KmX_KBSJZWoDxfQeb9sX20wsDluflU9Z3nNcR44mBAkOjauvnYLm3eYY">How to Caption Your Videos</a> – by Tina Childress, <em>See Hear Communication Matters Blog</em></li> <li>Note: Other resources are available via internet search.</li> </ul></li> </ul> <h3><strong>Sign language interpretation </strong></h3> <ul> <li>A list of sign language interpreters is available at the <a href="https://rid.org/">Registry of Interpreters for the Deaf</a>. Note: Other resources are available via internet search. </li> <li>Search for sign language interpreting companies that offer video relay or video remote interpreting services. </li> </ul> <h3><strong>Audio/Visual description</strong></h3> <ul> <li>Sample resource: <ul> <li>The <a href="https://acb.org/adp/ad.html">American Council of the Blind</a> has information on audio description, and a <a href="http://www.acb.org/adp/services.html">list of audio description vendors</a>.</li> <li>Note: Other resources are available via internet search.</li> </ul></li> </ul> <h3><strong>Virtual platform accessibility features</strong></h3> <p>Examples of platforms with accessibility features (please note that automated captions do not replace captioning by a live captioner and must be reviewed for accuracy): </p><ul> <li>Zoom – <a href="https://zoom.us/accessibility">Zoom – Accessibility</a> and <a href="https://support.zoom.us/hc/en-us/articles/207279736-Getting-started-with-closed-captioning">Zoom – Getting Started with Closed Captioning</a> (third-party caption vendor required). Note: If you choose not to use the captioning provided by Zoom you can work with another preferred captioner and use a technology platform like StreamText, which allows the captions to be provided in another window. <ul> <li>Tip: Attendees can “pin” the sign language interpreters so they are visible throughout the presentation.</li> </ul></li> <li>Google Hangouts – <a href="https://support.google.com/meet/answer/7313544?hl=en">Google Hangouts Meet Accessibility</a> (automated captions, but third-party vendor can be used)</li> <li><a href="https://www.bluejeans.com/accessible-online-video-conferencing-features">BlueJeans</a> (automated captions, but third-party vendor can be used)</li> <li>Sample resources: <ul> <li><a href="https://tinachildress.wordpress.com/2020/03/13/captioning-options-for-videoconferencing-and-learning-management-systems/?fbclid=IwAR2GgJkGL_EwH9MoIzufLUxJ6p_Bq9Kr59IwbbRjDx1GHRXnJKdOP5f_DB4">Captioning Options for Videoconferencing and Learning Management Systems</a> – by Tina Childress, See Hear Communication Matters Blog</li> <li><a href="https://howlround.com/how-produce-livestreamed-event">How to Produce a Livestreamed Event</a> – article by HowlRound Theatre Commons shares a step-by-step event breakdown example</li> <li><a href="https://rootedinrights.org/how-to-make-your-virtual-meetings-and-events-accessible-to-the-disability-community/">How to Make Your Virtual Meetings and Events Accessible to the Disability Community</a> – resource from Rooted in Rights</li> <li><a href="https://www.chicagoculturalaccess.org/archives">Leading Accessible Virtual Programs</a> – webinar hosted by the <a href="https://www.chicagoculturalaccess.org/">Chicago Cultural Accessibility Consortium</a></li> <li><a href="https://www.deafhhtech.org/rerc/accessible-virtual-meeting-tips/">Accessibility Tips for a Better Zoom/Virtual Meeting Experience</a></li> </ul></li> <li>Note: Other resources available via internet search. </li> </ul> <h3>Online learning</h3> <ul> <li>Sample Resources: <ul> <li><a href="https://cdhhe.blogspot.com/p/deafedtips_12.html?fbclid=IwAR1c4v9GwF10O7lgNSegTf9LIcPHBSwITJwe9MBWa-hsnQP3Rog1bscFxyY">#DeafEdTips: E-Learning Accessibility</a> – blog by the Center for Deaf and Hard of Hearing Education</li> <li><a href="https://theconversation.com/how-to-help-students-with-a-hearing-impairment-as-courses-move-online-134582">How to help students with a hearing impairment as courses move online</a> – blog from The Conversation</li> <li>Note: Other resources are available via internet search.</li> </ul></li> </ul> </div> </div> </section> </div> </div> <div class="l-narrow-content__aside right"> <div class="l-constrain l-constrain--xs"> </div> </div> </div> </div> </div> </div> </main> <div class="e-newsletter"> <div class="l-constrain"> <div class="e-newsletter__wrapper"> <div class="e-newsletter__content"> <h3 class="e-newsletter__title">Stay Connected to the National Endowment for the Arts</h3> <div 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