Virtual Presentations

At Aims Community College, accessibility is at the heart of universal learning. To comply with Colorado HB21-1110 and the federal Americans with Disabilities Act Title II, Aims aligns digital accessibility planning and efforts with the W3C Web Content Accessibility Guidelines 2.1 (WCAG), as required by these laws. Read more about these laws and standards.

We encourage presenters to design in-person sessions that are engaging, supportive and accessible to everyone. 

• Use high-contrast colors (dark text on light background; aim for a 4.5:1 contrast ratio).
• Keep slides simple: clear headings, consistent layout and minimal clutter.
• Follow the "6x6 rule"—No more than six bullets per slide and six words per bullet.
• Add alt text for all images and verbally describe charts/diagrams during screen share.
• Caption all videos and provide transcripts.
• Share accessible materials (tagged PDFs, accessible Word documents) at least 48 hours in advance.
• Include accommodation info: “If you need accommodations, please contact [email/phone].”
• Test slides and materials using accessibility checkers, correct reading order and a screen reader.
• Ensure visuals do not rely on color alone to convey meaning.
• Share the agenda and learning objectives beforehand, including timing and transitions.
• Test the presentation platform (Zoom, Teams, etc.) for accessibility features such as keyboard navigation, breakout rooms and caption support.
• Provide participants with instructions on enabling captions or adjusting accessibility settings.
• Plan for backup access to slides or captioning if technology fails.
• Use plain, clear language and avoid jargon, idioms or culturally-specific references without explanation.
• Define acronyms and technical terms the first time they are used.

"Aims is committed to universal learning. If you need accommodations at any point during this session, please let me know or contact the Center for Professional Development at cpd@aims.edu or (970) 339-6552."

• Use sans-serif fonts (Arial, Calibri, Verdana, etc.); body text 18pt+, headings 24pt+.
• Always use a microphone or headset for clear audio.
• Turn on live captions; have a backup captioning option or transcript ready.
• Speak clearly, at a steady pace, and pause regularly to give participants processing time.
• Verbally describe visuals, charts and videos during screen sharing.
• Use accessible tools for polls, quizzes and breakout rooms (keyboard navigable, screen-reader friendly).
• Repeat or summarize chat questions aloud for all participants.
• Allow multiple ways to participate (verbal, chat, reactions, anonymous Q&A tools, etc.).
• Reassure participants that cameras are optional; engagement does not equal visibility.
• Check in with the group about pace and clarity: “Is my pace working for everyone?”
• Minimize distracting animations, flashing content or unnecessary transitions.
• For longer sessions, schedule structured breaks to reduce fatigue.
• Chunk information into smaller sections to avoid overload.
• Remind participants at the start how to request accommodations during the session.

• Provide captioned recordings and transcripts.
• Distribute follow-up materials in accessible formats (tagged PDFs, accessible Word documents).
• Offer alternate formats (audio, Braille, large print, etc.) on request.
• Provide a summary or key takeaways in an accessible format to support different learning preferences.
• Use accessible email formatting (plain text, meaningful links, etc.)
• Reiterate accommodation contacts and resources in your closing slide or follow-up message.

• ___ High-contrast visuals (contrast ratio 4.5:1 or higher)
• ___ Captions and transcripts included (with backup plan)
• ___ Accessible, advance-distributed handouts
• ___ Agenda, timing and transitions shared clearly
• ___ Alt text, consistent layouts and plain language used
• ___ Microphone/headset used for clear audio
• ___ Platform accessibility tested; participant instructions shared
• ___ Polls, breakouts and interactive tools accessible to all
• ___ Multiple participation options offered (verbal, chat and anonymous)
• ___ Inclusive language (no jargon, idioms or ableist terms)
• ___ Pauses, breaks and chunked content built in
• ___ Closing slide with summary, resources and accommodation contacts