At the Event

• Ensure your presentation is accessible (whether Powerpoint or Word Document or PDF)
• Verbally describe visual materials to the audience such as slides, charts, etc for guests in the audience who may have low vision.
• Videos used during the presentation should be captioned in advance for guests who may be deaf or hard of hearing. If the video is not captioned, sign language interpreters or real-time captionists may be needed for access to video content of the event.
• If requested, print and/or digital materials should be made available in alternative formats. (For example, someone who is blind or has low vision may request an audio file, Braille, large print, etc.)
• Post printed materials electronically, if possible, for reference after the event.

• Use a sans serif font (i.e. Arial or Calibri)
• Use a large font size -- at least 22 point
• Use a good contrast - a dark font on a light background
• Provide “alternative text” descriptions for all images, pictures, graphics, tables, etc
• Text on a slide should have nothing behind it that obstructs viewing (no watermarks or images)
• Use MS Powerpoint Accessibility Checker tool to identify and fix access barriers

• Control background noise to the greatest extent possible.
• Microphones should be used by all speakers and attendees. 
• Repeat questions posted by the audience before responding, especially if there is not a roving microphone available. Presenters or audience members may express confidence that they are loud enough and do not need a microphone. Regardless, ask them to speak into one to ensure accessibility.

Portable Sound System Available for Loan

Through our assistive technology lab, University Disability Resources has a portable sound system available for loan at no cost that can be used anywhere on Harvard’s campus.  The system consists of:

• 2 speakers
• 2 speaker stands
• 1 wireless microphone
• 1 microphone stand (compatible only with the 1 wireless microphone)
• 2 wired microphones
• 1 lapel microphone pack
• 1 assistive listening system

The equipment is available for pick-up at our office in the Smith Campus Center and is packaged in storage tubs with a dolly for easy transport.  For additional information or to schedule an appointment, please email disabilityresources@harvard.edu or call 617-495-1859.

Microphone Use in Events: Essential Guidelines for Clear Communication 

A variety of factors influence sound quality in meetings and events. When considering whether to use a microphone to provide access to all participants, including the 1 in 8 people experiencing hearing loss in the USA, consider the following factors: 

1. Room Size and Acoustics: Assess the size of the room and its acoustic properties. Larger spaces or those with poor acoustics may require a microphone to ensure clear sound distribution. Rooms with hard surfaces, such as concrete walls or the presence of unupholstered furniture, typically result in poor sound quality. In such cases a microphone is necessary to manage sound clarity. 
2. Audience Size: The number of attendees can impact the effectiveness of sound transmission. Ensure clear communication during gatherings by using a microphone so that all participants can hear effectively. 
3. Assistive Listening Devices: Per the ADA Standards, ALDs are required when audio amplification is provided. Additionally, in Massachusetts, ALDs are mandatory for events with an occupancy greater than 50 people. 
4. Speaker and Participant Requests: An accommodation statement in your event advertisement ensures you will get sufficient advance notice of any needs for audio amplification. To further support inclusivity, honor any requests for a microphone from speakers or participants, as their preferences can influence the overall success of the event. 
5. Background Noise: Evaluate potential sources of background noise such as ventilation systems, air conditioning units, appliances, construction activities, or other external noises. High background noise levels can interfere with clear communication and may require a microphone. 

By carefully evaluating these factors, you can determine whether a microphone is necessary to enhance communication and ensure a successful event. If you are in doubt, err on the side of including a microphone and or consult with UDR (University Disability Resources) for further assistance. 

The primary types of effective communication access includes the use of:

• Sign Language Interpreters
  • Provide reserved seating in the front of the event for the participant who has requested sign language interpretation. 
  • Sign language interpreters should be situated in the front of the room proximate to the speaker and within the sight line of the Deaf attendee so that both the interpreter and speaker can be viewed simultaneously.
  • A spotlight should be on the interpreter if the lighting in the room is dimmed.
  • Provide an advance copy of presentation materials so that the interpreter will be well prepared to sign any specialized vocabulary and names.
• Communication Access in Real Time (CART)
  • CART reporters will require some space for equipment set-up.
  • Reporters using projection equipment should be situated in close proximity to the projection unit.
  • Provide an advance copy of presentation materials to the CART reporter to prepare him/her for any specialized vocabulary and names used in presentation.
• Assistive Listening Devices (ALDs):
  • If ALDs will be used during the event, the speaker must use the transmitter and the listener must use the receiver.
  • Test ALDs in advance of the event.

Clearly indicate allergens and gluten-free, vegan, vegetarian, or other options on any food served.

Under the ADA, organizations that serve the public generally must allow service animals to accompany people with disabilities in all areas of the facility where the public is normally allowed to go. Therefore, Service Animals accompanying visitors to campus are permitted access and visitors do not have to formally notify the campus of the animal’s presence.