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Accessible Presentation Best Practices

Supporting Title II Accessibility at SUNY Events

SUNY is committed to ensuring that all presentations—whether at conferences, trainings, or campus events—are accessible to everyone. The following best practices will help you design and deliver inclusive presentations that support diverse learning needs and comply with accessibility standards.


Design Your Slides for Accessibility

Use built-in templates and layouts

  • Start with standard PowerPoint or Google Slides layouts so screen readers read content in the right order.
  • Avoid adding text boxes or images free-floating on the slide.

Keep text readable

  • Use clear, sans-serif fonts like Arial, Calibri, or Verdana.
  • Minimum 24 pt for body text and 32 pt for slide titles.
  • Keep text left-aligned and avoid all caps or italics for large blocks.

Ensure strong color contrast

  • Use dark text on a light background or vice versa.
  • Don’t rely on color alone to show meaning—add patterns or labels.
  • Check contrast using WAVE Color Contrast Checker.

Add alternative text (alt text)

  • Add alt text to all non-decorative images, icons, charts, and graphics.
  • If a chart shows data, summarize its key takeaway in the slide or notes.

Resources:

Add Captions and Subtitles

PowerPoint

  • Go to Slide Show > Always Use Subtitles.
  • Choose your spoken language and subtitle language.
  • Captions appear automatically during your presentation when using a microphone.
  • Learn more: Use Subtitles in PowerPoint

Google Slides

  • In Present mode, click the CC (captions) button or press Ctrl + Shift + C (Windows) or Cmd + Shift + C (Mac).
  • Captions display in real time using your device’s microphone.
  • Learn more: Present Slides with Captions

Videos embedded in slides

  • Use videos that already include closed captions or upload your own.
  • Avoid auto playing videos with sound unless it’s necessary for your talk.

Resource:

Present Inclusively

When speaking:

  • Use a microphone whenever available and face your audience.

  • Speak clearly and at a steady pace.

  • Verbally describe visuals, charts, or images (“This chart shows enrollment increasing over time”).

  • Pause occasionally to allow captions or interpreters to keep up.

When engaging the audience:

  • Repeat audience questions before answering so all participants hear the full context.

  • Avoid phrases like “as you can see”; instead, describe what’s visible.

  • Provide key information both verbally and visually.

Other tips:

  • Encourage questions and provide multiple ways for participants to engage (chat, Q&A, hand-raising).

  • Share materials in advance when possible so participants can follow along at their own pace.

Resource:

Share Materials Accessibly

Before your session:

  • Share slides ahead of time in accessible formats (PowerPoint, tagged PDF, or Google Slides link).

  • Use descriptive file names like Inclusive-Teaching-2025.pptx.

  • Check your presentation with the Accessibility Checker (PowerPoint > Review > Check Accessibility).

After your session:

  • Share an updated version of your slides if you made changes.

  • Ensure any recording includes captions or a transcript.

  • Offer your contact info for accessibility follow-up requests.


For guidance on creating and storing accessible electronic files, visit the EIT Accessibility Guidelines.

Report an Accessibility Issue