Create Accessible Webinars

Designing accessible virtual meetings ensures that all participants can fully engage, regardless of ability, technology or environment. The following best practices are organized into three phases to help you plan, host and follow up on accessible webinars.

Before the meeting: Plan for accessibility

Accessible meetings begin with intentional planning. Taking steps in advance helps prevent barriers for participants.

Choose an Accessible Platform

• Use platforms such as Zoom or Microsoft Teams that support:
  • Live captions and transcripts (Zoom captioning, Teams captioning)
  • Recording functionality
  • Keyboard navigation and screen reader compatibility
• Select a platform your audience is familiar with whenever possible.

Provide Inclusive Invitations

• Include clear participation details:
  • Meeting link and instructions
  • Dial-in phone numbers for limited internet access
• Add an accessibility statement, such as: “If you anticipate needing accommodations or have questions about access, please contact [email address] in advance.”

Share Accessible Materials in Advance

• When possible, distribute slides, agendas and documents early
• Ensure materials meet accessibility standards:
  • Use headings and structured formatting
  • Add alt text for images
  • Check color contrast
  • Best practices for making accessible PowerPoint presentations

Enable Accessibility Features Before You Start

• Turn on:
  • Live captions and transcripts (Zoom captioning, Teams captioning)
  • Automatic cloud recording (Zoom recording, Teams recording)
  • Chat auto-save (if available) (Zoom chat, Teams chat)
• Test these features before the meeting begins.

During the meeting: Facilitate inclusive participation

As a host, you are responsible for creating an inclusive, accessible experience in real time.

Set Clear Expectations

• Explain how participants can:
  • Ask questions (chat, raise hand or unmute)
  • Engage in discussion
• Ask speakers to introduce themselves before speaking to support caption accuracy and identification. 

Communicate Clearly

• Speak at a moderate, steady pace
• Pause regularly for questions and processing time

Describe Visual Content

• When sharing your screen, verbally describe key visuals, charts and on-screen text 

Reduce Distractions

• Encourage participants to mute microphones when not speaking
• Use simple, non-distracting backgrounds or blur your background to avoid potential distractions

Manage Chat Accessibly

• Read or summarize chat questions aloud before answering
• Bring important chat content into the main discussion
• Avoid relying on side conversations that may exclude participants

After the meeting: Ensure continued access

Accessibility extends beyond the live session. Follow-up ensures all participants can revisit and use the content.

Share Recordings and Materials

• Confirm recording location and access permissions (Zoom recordings, Teams recordings)
• Provide links to:
  • Recording
  • Slides and materials

Review and Correct Captions

• Edit captions for accuracy, especially names and technical terms

Preserve Key Information

• Save and share chat transcripts (when appropriate)
• Provide answers to unanswered questions