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Events and Meetings Digital Accessibility Guidelines

For in-person or virtual events, consider digital accessibility at each stage of planning. The sections below outline guidance for before, during, and after events.

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Before the Event

Consider the following items before your event so that it is accessible to everyone.

Provide digital materials to participants before the event whenever possible.

To help make your digital materials accessible, begin with an accessible source file. Explore our guides for creating accessible documents below:

If you are sharing a flyer with text, all of the text should also be included in the body of your email, post, or on the website.

Ensure your registration form is accessible.

We can recommend accessible form types or review your existing forms. In general, Google Forms and Microsoft Forms are good accessible options.

Include an Accommodations Statement on all registration and marketing materials. 

  • Sample statement: "If you require special assistance relating to a disability, please contact (enter name, number of contact person, email of contact person)"

If a request is received, you are legally required to provide the appropriate accommodation.

For assistance in providing requested accommodations, contact Student Disability Services, Accessibility, or EORC for additional information.

Request captions through the Event Accessibility Request Form.

  • Digital Accessibility will assist with live captioning at no cost to the event organizers. This will require a meeting with our team and a test captioning run.
  • The form above can also be used to request captions for any pre-recorded videos shown during the event.

What to learn more?

NOTE: If you are hosting a Zoom meeting it is good practice to use the Zoom live captions. The Zoom host must enable the captions for EACH meeting or webinar in order for meeting or webinar attendees to view captions. For more information see Managing automated captions as the host of a meeting or webinar in Zoom

See Digital Accessibility for Social Media if you plan to share promotional materials on a social media platform.

During the Event

During the event, make sure you:

  • Describe on-screen visuals for slides shown during the event. 
  • hare the link to the live captions widely with participants.
  • Designate someone to handle access issues (e.g., tech support or captions) and explain at the start how attendees can report problems.
  • Provide a microphone that allows all participants to ask questions from the audience. 
  • Avoid flashing or blinking content that can cause serious medical issues for people with conditions like epilepsy or migraine.

Post Event

After the event, remember that:

  • Captions must be corrected before posting or widely distributing the recorded event. Contact accessibility@olemiss.edu to have your videos captioned.
  • Post-event surveys should be provided using accessible software. Google Forms, Microsoft Forms, and Qualtrics are the recommended tools.