Accessibility for RSOs: Events & Media

Hello Org Leaders,

As student leaders you help shape the culture of your organization and the wider MHC campus community. Breaking down barriers to accessibility is not only about the logistical changes that need to be made. It's also about shifting the culture and mindsets. Accessibility embraced as a core value of an organization can have a massive impact within the community by fostering a culture of acceptance and inclusivity.

Besides fostering a more inclusive environment, utilizing accessible advertising and event planning could maximize engagement - students may be more likely to attend an event if they know what to expect and know that their needs will be met.

Events

It is important for people to know what to expect from an accessibility standpoint when attending an event or meeting. Being transparent about what to expect allows people to self-select and make informed decisions about whether they wish to participate. Putting a disclaimer in your event description is a great way to do this. Use this handy checklist (part 1, part 2) as a guide. No event is going to check all of the boxes; that is ok as long as you are committed to accurately communicating expectations and providing accommodations to the best of your ability.

Let attendees know:

• Is food present or allowed?
• Is there potential for allergens to be present (such as pets or peanuts)
• Is the event outdoors? 
• Will the environment or event be loud or have sudden loud noises?
• Is it a dark environment? With bright light or strobes?
• Is the venue physically accessible?
• Is the venue air conditioned/heated?
• Is captioning available?
• Is seating available?
• Is the event expected to be crowded? 
• How can additional accommodations be requested?

Event Disclaimers for Large Events

This template will help you write an event disclaimer that should go right in your event description, both in Embark and on marketing materials. The template focuses on some sensory experiences, but feel free to add in the ones listed above or any others that apply to your event, such as whether paper or electronic copies of presentations are available in advance or after the event.

The Office of Student Involvement will be rolling out a new requirement for the Spring semester that all event descriptions include this information. 

Accessibility Features, detailed information

Media

Accessible Infographics and Flyers Checklist 

Accommodations

When advertising an event, please make sure to include information on how participants can request accommodations for the event, e.g. “The Involvement Club strives to provide access to our events for all interested participants. Please contact [include student org email here] to request accommodations. We ask that requests for accommodations be made at least 48 hours in advance. Accommodation requests can be made closer to the event but may not be possible to implement depending on the nature of the accommodation."

Font and font size

Use Sans Serif fonts (e.g. Arial, Tahoma, Verdana) whenever possible. For emails, newsletters and webpages use at least 14 point. For posters and flyers, use a minimum font size of 16.  24 point is even better. It can be fun to play around with fonts but remember if your marketing is hard to read from afar or requires squinting, it is not accessible.

Flyer Template Guidelines

Accessible Typography

Color Contrast

Choose a color for your text and other elements that has a high degree of contrast against the background color to ensure it can be easily read. Avoid light text on light backgrounds and dark text on dark backgrounds. Some automated accessibility checkers will alert you to color errors as you work. To test on your own, try downloading a desktop tool, such as the TPGi's Color Contrast Analyser. For flyers and canva designs, check hex codes of colors to ensure clarity.

How to Write Alt Text and Image Descriptions for the visually impaired

Alt text and image descriptions are text-based descriptions of visual details in an image written primarily for people who are visually impaired (inclusive of blind/low vision). If an image fails to load on a website, alt text will be displayed in its place. Image descriptions are similar to alt text descriptions that are used by screen readers to recognize images, but tend to be longer and more detailed.

Location

• Alt text is typically attached to an image metadata or added in the “alt text” box on social media. 

• Image descriptions may be in the image caption, in a text post, or shared in a text link for extended descriptions.

Visibility

• Alt text is usually only visible to screen readers, which read the alt text out loud or display it on a braille display. 

• Image descriptions are “exposed” and can be read by anyone, and may be in the image caption, in a text post, or shared in a text link for extended descriptions.

Length of text

• Alt text best practice guides recommend keeping alt text to around 125 characters. 

• Image descriptions can be the same length or even longer, since they are included in the photo caption, in a text post, or text link.Image descriptions tend to go more in-depth about visual details than alt text due to the larger character limit. 

Level of detail example

Alt text might tell a user there is a puddle on the floor, but an image description might go into further detail and say there is a puddle of orange juice on a white tiled kitchen floor.

Alt Text and Image Descriptions Best Practices

1. Alt text should be brief. Image descriptions should be as detailed and thorough as needed, and should include all text that appears on the image.
2. Consider key elements of why you chose this image for your document, instead of describing every little detail.
3. No need to say “image of”or “picture of.”
4. But, do say what the image is (a logo, illustration, infographic, photo, cartoon, etc.)
5. Don’t duplicate text that’s adjacent in the document or website
6. End the alt text sentence with a period.

More information: Creating Accessible Media

How to Write Alt Text and Image Descriptions for the visually impaired

How To Write Alt Text and Image Descriptions For Instagram

Constitutions

The Constitution & Bylaws template has been updated this year requiring an additional clause: “Student organizations are responsible for promoting inclusivity and accessibility for all events and meetings on campus. For accommodation requests for an event, members of the organization will alert the appropriate board members or advisors of necessary accommodations at least 3 business days before the event which must be met to the best of the group’s ability and resources. If there is a continuous or significant accommodation need at events/meetings the organization will consult with their advisor or the Office of Student Involvement.” Please create a process by which your members and event attendees can request accommodations. The Student Involvement Consultants will be assisting with constitution review this year and will reach out with suggestions and feedback.