Ensuring virtual meetings are accessible allows all participants, including those with disabilities, to fully engage and participate. This guide outlines best practices for hosting accessible virtual meetings, covering platform settings, captioning, and inclusive communication strategies.

 General Best Practices

  • Choose an accessible meeting platform (Zoom, Microsoft Teams) that supports captions and keyboard navigation.
  • Provide multiple ways to participate, including chat, voice, and screen-sharing.
  • Share accessible meeting materials (slides, documents) in advance.
  • Assign a moderator to manage participation and support accessibility needs.

 Before the Meeting

  • Send an agenda and materials in an accessible format (Word, PDF with tags, HTML).
  • Enable live captions or CART services for participants who need them.
  • Ensure screen reader compatibility by testing the platform’s interface.
  • Provide an ASL interpreter if requested.
  • Share joining instructions with clear steps and accessibility options.

 During the Meeting

  • Start with an accessibility check, ensuring participants can hear and see content.
  • Use clear, concise language and describe visual content for screen reader users.
  • Encourage self-identification before speaking (e.g., “This is [Name] speaking”).
  • Monitor the chat and Q&A for accessibility-related issues.
  • Avoid rapid speech to ensure captioning services remain accurate.
  • Allow extra time for interaction and responses from all participants.

 After the Meeting

  • Provide a recording with captions and a transcript for reference.
  • Share accessible notes summarizing key points and action items.
  • Ask for feedback on accessibility and improvements for future meetings.

 Recommended Tools and Services

  • Captions & Transcripts: Zoom Live Captions, Microsoft Teams Captions, 3Play Media, Rev
  • Screen Reader-Friendly Platforms: Zoom, Microsoft Teams

 Additional Training and Learning Resources

  • Inclusive Virtual Meetings Best Practices (1h 30m) [LinkedIn Learning]
  • Using Zoom for Accessibility (1h 10m) [LinkedIn Learning]
  • Microsoft Teams and Accessibility Features (2h 00m) [LinkedIn Learning]
  • ISU Digital Accessibility Team Support: digitalaccess@iastate.edu

By implementing these best practices, virtual meetings at ISU can be inclusive, engaging, and accessible to all participants.