Information for presenters

Here are important accessibility aspects to include in your presentation materials:

• Use an accessible template in Microsoft PowerPoint
• Use a size 18-point font or larger
• Use a sans serif font like BC Sans, Arial or Calibri
• Use line spacing of at least 1.5
• Add a spacing of at least 2 after each text block
• Include a unique title on each slide that represents the slide’s content clearlyKeep slides easy to read by limiting the amount of content
• Avoid using all capital letters, italics, bold, or underlines (unless to mark a hyperlink)
• Limit images and visual objects, using only when necessary for relevance or context
• Use descriptive alternative text for images, charts, and other visual objects  
• Use good colour contrast. We recommend testing with the WebAim Contrast Checker
• If using PowerPoint, test your presentation with the Grayscale feature to see how slides might look for someone who is colour blind
• Write in plain language
• Use descriptive and visually distinct hyperlinks
  • Links should clearly describe their destination instead of the action only, e.g., ‘Download the research report’ vs. ‘Click here’
• Follow accessibility standards when using tables  
• Set the reading order of slide content so that screen readers know what order to read them  
• If using PowerPoint, run the Accessibility Checker for review

1. Say hello and thank everyone for joining –their time is important and appreciated!  
2. Speak slowly and clearly. This is particularly important if there is a sign language interpreter or real time captioner present. It is highly encouraged to use an external microphone during the presentation.  
3. Avoid relying solely on physical gestures to convey a message, for instance: making quotation marks in the air, nodding your head, or using visual reference points.
4. During question-and-answer periods, ensure you repeat audience questions so that they’re clearly heard and accurately transcribed.
5. Include hyperlinked content in the Zoom chat. Participants cannot click on your presentation when you share it virtually.  
6. Describe any pictures, diagrams, and tables included in your presentation. At the beginning of your presentation, you may also ask the audience if anyone requires visual description.  
7. When using media clips, ensure they include captioning features for people who are deaf or hard of hearing. Many mp4 recordings have a ‘closed captioning’ feature that you can turn on to display a running transcription of the audio portion of the video. Some audience members may also be sensitive to strobe lighting, flickering lights, loud or repetitive music or noises.  
8. If using virtual handouts, your association may be able to produce alternative formats for people with vision impairments. Check with your association beforehand about options and deadlines for submitting your materials. Include alternative text for pictures, diagrams, and tables in your virtual handouts.

For additional resources and recommendations on accessible presentation materials visit the Government of Canada’s Accessibility Toolkit

Connect with your association to confirm the allotted time available for your presentation and consider all its elements, including slides or other content, your location, and whether you’re incorporating any interactive elements into your presentation.

Preparing your recording space  

• Try out different lighting combinations to ensure the room's lighting is bright and complementary and does not cast shadows.    
• Carefully choose a quiet, bright, neutral and clutter-free location for your presentation to minimize distractions. Virtual backgrounds can create bandwidth issues or be distracting.  
• Practice just like you would for an in-person presentation. It is important to practice your presentation before logging into Zoom for your session. Be animated, engaging, and aware of your pace.  
• Your rehearsal should occur at the same time of day you would record your presentation.  

Preparing your technical equipment  

• Consider a dual-screen set-up, which allows you to share your screen and see your speaking notes and the audience simultaneously. Ensure that your notes are on the same screen as your camera, so you always face your camera and the audience.    
• When you are preparing to share your screen, ensure you share the document itself, and not the screen. Other notifications or pop-ups can be distracting for attendees.  
• If you are sharing space or internet, ask others not stay offline while your record, to avoid interruptions.

Ensure you have downloaded the most up-to-date version of Zoom ahead of your presentation.

Finding your link  

Access the Zoom meeting link for your session via your association’s agenda on the Congress Virtual Platform. To find your association’s agenda, please log into the platform, click on ‘Program > Associations’ and click on ‘View Agenda’ in your association’s tile. You will see a list of all virtual sessions for your association. Click on ‘Join now’ to access the Zoom meeting of that specific session.  

Greenroom time  

Your association may allot time to review last-minute items before your session. This is called ‘green room time’.  If applicable, an Event Technician, the Moderator/Chair, or the Virtual Project Liaison, may complete a video and audio quality check with you. As a speaker, this is also your chance to confirm pre-arranged presentation elements such as overall session flow, Q&A periods, and timekeeping with the session chair/moderator.  

Having audio/video troubles?    

For audio:  

1. In the bottom left corner click the up arrow “^” next to the microphone icon and ensure that your correct microphone and speakers are selected.
2. If that does not fix the problem, you can select "Audio settings” for more advanced options.  

For video:  

1. In the bottom left corner click the up arrow “^” next to the camera icon and ensure your correct camera is selected.
2. If that does not fix the problem, you can select “Video settings” for more advanced options. 

Housekeeping notes

It is recommended to begin your presentation with housekeeping notes to announce at the beginning of the session. Here are sample statements that could be used:

Suggested virtual Land Acknowledgment statement

We would like to acknowledge the Indigenous Peoples of all the lands that we are on today. While we meet here on a virtual platform, we should take a moment to recognize the importance of the land on which we are each located. We acknowledge the territory to reaffirm our commitment and responsibility to building positive relationships between nations and developing a deep understanding of Indigenous peoples and their cultures. From coast to coast to coast, we acknowledge the ancestral and unceded territory of all Inuit, First Nations, and Métis peoples.  

Audio/Video during presentations for attendees

We ask that you turn off your video and mute your audio for the duration of the presentation. We invite you to turn on your video at the beginning of the Q&A period.  

Virtual presentation best practices

Below are some tips and tricks to help you have a positive virtual presentation experience:

• Be sure to enter your Zoom room a few minutes before your session starts.  
• Turn off the sound or power-off all mobile devices.  
• Stay on track by placing a clock or stopwatch within your view.  
• Pace yourself.  
• Look at your camera often to engage with your audience.
• Humanize the virtual world with a friendly introduction and thank you.  
• When sharing your screen, share the application, not your desktop.  
• When describing a slide with images or graphs, use descriptive words to explain what the audience is looking at. Do not use words such as "you will see...”.    
• If your presentation has embedded sound or audio you want to play, check the “Share computer sound” checkbox when sharing your screen.    
• Take a short pause between presentation slides to gather your thoughts, take a deep breath, or sip of water.  
• When responding to audience questions or comments be sure to observe attendee pronouns within their Zoom name (if included) and respond to any questions or comments using their indicated pronouns (if applicable).  

Pronoun Chart*  

 *Pronoun list may not be exhaustive