Accessibility Needs of Presenters

We strive to host inclusive, accessible events that allow all presenters, including those with disabilities, to participate fully. Accessibility considerations were collected in the Call for Proposals to ensure consideration from early planning, but if you have questions or need to make an additional accommodations request, please contact conference@collegiaterecovery.org before June 10 where possible.

Writing Guide for Slides and Materials

Use inclusive and non-derogatory language. Avoid reclaiming pejorative terms unless you are a member of that community, and note that use of reclaimed terms should be considered for context and necessity, as not all folks in your community may be comfortable with certain terms.

Person-First Language

Please use language that emphasizes the individual rather than the condition:

• • “Person with a substance use disorder” instead of “addict”
  • “Person in recovery” instead of “former addict”
  • “Substance use disorder” instead of “substance abuse”
  • Avoid stigmatizing or labeling terms whenever possible

Land Acknowledgement

While not required, we encourage presenters to begin with a land acknowledgment relevant to the location of the in-person conference or the presenter’s home institution. Example and resources available at: https://native-land.ca.

You can view the land acknowledgement for the conference here, which may be utilized or adapted by presenters if desired.  

Presentation Accessibility

Audio Accessibility

Microphone Use

Always use the microphone provided in your session room. This is not optional—even if you believe you have a loud voice or the room is small. For group presenters, try to pass the mic in between speakers where possible.

Microphones are essential for:

• • Audience members with hearing loss, who may rely on assistive listening devices connected to the sound system
  • Maintaining consistent audio for all attendees, regardless of seating location
  • Creating an equitable space where everyone has equal opportunity to hear and engage with the content

Please repeat any audience questions into the microphone before answering. If a co-presenter says something off mic, it is also good practice to repeat what was said into the microphone for clarity.

Caption Recordings

• Ensure any pre-recorded video content has captions or subtitles enabled
• For audio-only clips, ensure clear volume and provide a written transcript if possible

Live Captioning

Live captioning can be used during in-person presentations using tools like Google Slides or Microsoft PowerPoint. These tools can automatically generate captions as you speak, making your presentation more accessible to:

• People who are deaf or hard of hearing – Non-native English speakers
• Attendees in noisy environments
• Anyone who processes written text more easily than audio

Instructions for enabling live captioning:

• Google Slides: Go to ‘Present’ mode, click the three-dot menu, and select ‘Turn on captions’.
  • More info: https://support.google.com/docs/answer/9109474?hl=en-

• PowerPoint: In the ‘Slide Show’ tab, choose ‘Always Use Subtitles’.
  • More info: https://support.microsoft.com/en-us/office/present-with-real-time-automatic-captions-or-subtitles-in-powerpoint-68d20e49-aec3-456a-939d-34a79e8ddd5f

Visual Accessibility

Describing Visual Content

Verbally describe key visuals, charts, or images on your slides to support attendees with vision or cognitive disabilities.

Slide Readability

• Use sans serif fonts (e.g., Arial, Calibri, Verdana)
• Font size should be at least 16pt; larger when possible
• Use 1.5 line spacing or greater
• Left-align text and avoid placing text directly over images
• Ensure high contrast between text and background. Use tools like https://contrastchecker.com

Provide Accessible Materials

If possible, provide attendees with a copy of your slides (PDF, PPT, or DOC) ahead of time or at the start of your session.

Visual & Sensory Considerations

• Avoid rapid flashing images or videos with strobing effects; provide content warnings when needed
• Limit use of excessive slide transitions or animations
• Be mindful of lighting changes in the room (e.g., dimming lights) that could affect participants with sensory sensitivities

Accessibility Guidelines for Face-to-Face Presentations of Posters

✅ Clear and Understandable Audio

Face the person you are speaking to directly. Speak at a clear, steady pace. Ensure your voice projects.

✅ Pause Between Key Points

Allow time for participants to process important information before moving on. This supports comprehension and inclusion for all learning styles.

✅ Provide Accessible Materials

Distribute presentation files (e.g., slides, handouts, posters) in accessible formats such as tagged PDFs with alt text for images and readable fonts.

✅ Use Color-Accessible Design

Avoid color combinations that are difficult for color-blind individuals (e.g., red/green, blue/purple). Use textures or patterns in charts and visuals to differentiate content.

✅ Test for Accessibility

Review your presentation materials using accessibility tools (e.g., screen readers or contrast checkers) to ensure proper labeling, readability, and compatibility.