The following are some methods to implement specific accessibility solutions in your next event. While the list is not exhaustive, it can provide a starting point to address some accessibility needs that are often present.
Staging and Space Access
Accessing a live event venue and navigating through it can be challenging for those who have mobility or sight issues. An AV partner who offers staging solutions can interpret municipal or other regulations that take mobile accessibility into account and offer a number of solutions such as:
- Wheelchair ramps and railings for use with a stage.
- Floor plan designs that take mobility-assisting devices such as wheelchairs into account when navigating a space (through actively evaluating and assigning elements such as entryways, seating/table aisles, and proximity to essential services such as washrooms).
- Providing high-contrast floor signage or lighting and wider access aisleways to seating or backstage areas to ease navigation of the space.
Navigation and Wayfinding
Clear wayfinding and simple and straightforward navigation demonstrates the willingness of the event planners to ensure all attendees have a good experience. This can be accomplished through:
- Using high-contrast colour schemes for signage and wayfinding displays with large font sizes. This can be done through the use of high-resolution LED wall displays or large-format monitors, as well as alternative tools such as floor projection. Having the signage presented in multiple formats caters to those with the need for different assistance methods.
- Providing audio guidance throughout the space, especially at large conferences, to announce the beginnings of sessions and to identify important locations.
- Creating direct access routes between major areas so that those who are mobility-challenged have a direct and clear path from one conference area to another.
- Creating direct access routes between major areas so that those who are mobility-challenged have a direct and clear path from one conference area to another.
Visual Enhancements to Support Auditory Requirements
Events are gatherings where ideas are shared through presentations and conversations, primarily through spoken word. For those who require auditory support, or for those whose first language may not be English, this can pose some challenges. There are several methods available to assist:
- Off-site CART (Communication Access Realtime Translation) are live captioners who receive an audio feed from the event and then provide the written text back to the room.
- ASR (Automatic Speech Recognition) is an automated system that can also receive an audio feed and transcribe it to written text.
- An AV partner can implement this system and display the text in the room directly on presentation screens or on centrally-distributed caption devices. Depending on the service used, the AV partner could also offer a bring-your-own-device (BYOD) caption option, allowing the event planner to reduce overall cost by removing some rental device overhead. The BYOD method is implemented through the use of distributed QR codes (on screens or on table signage) where the user can select their language or method of choice.
- For those who rely on sign language for communicating, the event planner can arrange interpreters suitable for the audience, such as American Sign Language [ASL] or Langue des Signes Quebecoise [LSQ]. The AV partner is able to assist with this by ensuring that the interpreter is well-lit during the presentation so that they are easily viewed by those requiring the service. In addition, they can offer video live-broadcasting of the interpretation so that this will be visible to overflow sessions, or even in the same space on a screen so that they are more clearly seen.
- The AV partner can also assist in the installation of a telecoil hearing-loop system, which allows the broadcast of the event audio directly to heading aids with a T-Coil setting.
Translation Services
Events that cater to a multilingual community can leverage ASR or off-site interpretation to accommodate the event participant’s native language. This allows participants to interact together and have discussions that cross language barriers or communities.
Simultaneous translation is an accessibility solution that can be delivered through the AV partner’s technology to allow participants to access the programming and interact with their peers in the language of their choice. Below are some ways to do this:
- Programming that has content in 2 or more languages can be displayed in an event space on multiple screens, with each showing the relevant slide or video content in one of the languages.
- Events requiring simultaneous audio translation can utilize onsite interpreters. If room space is a concern, remote interpreters can be connected to the meeting through the Internet. The audience can listen using headsets supplied by the translation or AV company, or via participants’ own devices.
- Translated audio can also be transcribed into a captioning solution, allowing for text-based access to the translated feed.
Virtual Platform Advantages
Events that are delivered in an online or hybrid format are able to utilize several of the accessibility solutions described above with regards to servicing those who may be visually or hearing impaired, as well as through translation options.
Through a virtual event platform or when utilizing a streaming video player, participants will be able to select a variety of options if they are offered by the event planner and the streaming AV provider:
- Participants can choose to view content in an alternate language to the main presentation (offered as a separate visual stream).
- Participants can select the audio track of their choice, with the alternate language being provided using simultaneous translation.
- Participants can also choose to select captioning as it is offered, also in the language of their choice.
- Participants who are visually impaired can also take advantage of described video streams if they are offered.
- An additional option available to some live streams is the ability to rewind the video slightly to be able to review some programming that may have been harder to understand due to the presenter’s pacing.
In Conclusion
Through the use of accessibility technologies, an event can enable all attendees to participate in a better, more meaningful way. It also allows presenters to reach a larger audience. An AV partner who is well-established in delivering accessible solutions, and with experience in working with associations, can provide a detailed plan to execute a successful and accessible event. AV-CANADA is proud to be such a partner.
