Events and Meetings

Events and meetings, whether in person or virtual, should be easy for everyone to attend, participate in and enjoy. Using captioning, assistive listening tools, accessible materials, and accessible platforms and features for online events and meetings helps people with disabilities fully engage—and improves the experience for all attendees. Use the resources on this page to learn how to plan and host accessible in-person and virtual events and clearly communicate how to request accommodations.

Who is responsible?

• Anyone hosting a campus event
• Event organizers
• Creators of supporting materials
• Presenters

What standards do you need to meet?

All Western Michigan University-hosted events and meetings must comply with the required WCAG 2.1 AA standards. These guidelines are referenced in WMU’s Web Accessibility Policy and in the ADA Title II federal regulations.

What to do?

Use the following best practices to ensure your events and meetings are digitally accessible. Start with the "Always do" items, then add the "When needed" items based on your format (in-person vs. virtual) and accommodation requests.

Always do (applies to most events) 

1. Communicate accommodation procedures clearly: Include accommodation request information in event publicity, registration materials and websites. Provide multiple contact methods (phone, email, online form) and note any advance notice guidance (for example, 3-5 days when possible).
2. Include an accessibility contact on event information: List a contact for accessibility questions and include it anywhere the event is promoted.
3. Ensure accessible registration: If you use online registration, make sure it works with screen readers and keyboard navigation (labels, clear instructions and accessible error messages). Consider a phone or email option if a person can’t access the form.
4. Set audio expectations and do a quick sound check: Use a microphone when speaking, reduce background noise when possible and remind speakers to talk clearly.
5. Enable AI/auto captions (recommended for virtual and hybrid events): Enable captions in your meeting platform and provide brief instructions so attendees know how to turn captions on. Auto captions can be a helpful baseline but may not be sufficient when accuracy is critical or when a requested accommodation requires more.
6. Create accessible event materials and describe key visuals: Provide handouts, agendas, slides and digital materials in accessible formats. During the event, describe key visuals (charts, images or on-screen text) for participants who are blind or low vision, joining by phone or otherwise unable to view shared content.
7. If you record and share the event, publish it accessibly: If a recording will be posted, ensure it includes accurate captions (and a transcript when appropriate) before sharing broadly. 

When needed (based on format and accommodation requests)  

1. Provide real-time captioning (CART) for live spoken content: Use CART when live, verbatim captioning is needed for meetings, panels or events with significant dialogue, especially for deaf or hard-of-hearing participants and others who benefit from text-based access. For virtual events, confirm captions are enabled and visible to attendees.
2. Plan for breakout rooms and small-group sessions (virtual and hybrid): If using interpreters or CART, plan breakout assignments so participants receive the same access support in small groups.
3. Offer sign language interpreters: Provide qualified interpreters when requested or when you anticipate need (for example, large public-facing events). Include interpreter request information in announcements and registration.
4. Plan accessible seating and line of sight (in-person and hybrid): Provide integrated wheelchair seating, clear routes and seating that supports visibility of captions and interpreters when used.
5. Provide alternate ways to participate: Provide multiple ways to participate, such as using chat or text‑based Q&A, sending questions by email, or other alternative methods to support attendees who cannot use a microphone or speak during the session. 

What tools are available?

Content creators should review the tools in the relevant creating accessible content pages:

• Presentations
• PDFs and Other Documents
• Website and Applications
• Email and SMS
• Video and Audio
• Images and Graphics

Live captions and transcripts (meetings, events and classes)

Use live captions in classes and events to provide real-time access for participants who are deaf or hard of hearing, English learners and anyone in noisy environments.

• Microsoft’s Live captions for Windows users
• Apple’s Live captions of spoken audio for Mac users
• Use live captions in Microsoft Teams meetings
• Show or hide closed captions during a Webex meeting or webinar

What training and resources are available?

• WMU’s Accessibility and Best Practices for Online Meeting Spaces

Visit the relevant accessible content pages below for additional training and resources:

• Presentations
• PDFs and Other Documents
• Website and Applications
• Email and SMS
• Video and Audio
• Images and Graphics