Before You Step to the Podium: 10 Accessibility Reminders Every Conference Presenter Should Know

Conference season is almost here. Across higher education, thousands of presenters are putting the finishing touches on slide decks, handouts, and interactive sessions. While we spend countless hours perfecting our content, there's one question every presenter should ask before stepping up to the podium:

Can everyone in the room fully access what I'm about to share?

Accessibility is about ensuring every attendee has an equal opportunity to learn, participate, and benefit from your expertise. The good news is that creating a more accessible presentation rarely requires major changes. It simply requires intention.

Here are ten reminders every conference presenter should keep in mind.

1. Use the microphone. Every. Single. Time.

• Even if you think you have a loud voice.

• Even if the room seems small.

• Even if someone says, "I don't need it."

Use the microphone.

Many attendees have hearing loss that isn't immediately visible. Others rely on hearing aids, assistive listening devices, or conference captioning systems connected to the audio feed. When presenters speak without a microphone, those participants are unintentionally excluded.

If audience members ask questions, repeat the question into the microphone before answering so everyone can follow the conversation.

2. Design slides with readability in mind

Avoid the temptation to squeeze every word onto one slide.

Choose large fonts, strong color contrast, and simple layouts. A clean slide is easier to read from the back of the room and more accessible for attendees with low vision. Ensure your type is at least 24 pt. and make sure your text and background have high contrast, such as black text on white backgrounds. And it doesn't hurt to restrict your text to only the top half of the slide, so people are looking around others' heads to read what's on the bottom of the slide.

Remember: your slides should support your presentation and not become your script.

3. Don't rely on color alone

Using red and green to distinguish important information works for many people, but not everyone.

Whenever possible, pair color with labels, icons, patterns, or text so meaning isn't lost for attendees with color vision differences.

4. Describe important visuals

If you're showing a chart, infographic, photograph, or diagram, don't assume everyone interprets it visually. Take a few moments to explain what the audience should notice.

Rather than saying, "As you can see here," try saying, "The key takeaway from this graph is that student engagement increased each semester."

5. Make handouts accessible

Provide digital copies whenever possible so attendees can enlarge text, use screen readers, or review materials later.

If you're printing handouts, choose readable fonts, adequate spacing, and strong color contrast between text and background.

6. Read important information aloud

If a slide contains a quote, instructions, or a web address that attendees need, read it aloud.

Some participants may have difficulty seeing the screen, while others process information more effectively when they both hear and see it. Don't just say, "this website is really helpful." Say, "this website called ONET is really helpful."

7. Be thoughtful about videos

If you include video clips, make sure captions are enabled. Likewise, ensure audio clips are loud enough to hear throughout the room and briefly explain their purpose before playing them.

8. Give people time to process

Not everyone reads, writes, or processes information at the same pace.

After asking a question or displaying a complex slide, pause. Those extra few seconds give participants time to think, take notes, and formulate responses.

Silence isn't awkward. It's inclusive.

9. Repeat audience questions

Conference rooms can make audience voices difficult to hear.

Before answering, repeat or summarize the question into the microphone. Everyone benefits from hearing the full conversation. (Related Reading: The Secret to Success for First-Year Academic Advisors: The 70/20/10 Model)

10. Remember that accessibility benefits everyone

Many accessibility practices improve the experience for all attendees, not just those with disabilities.

• Clear slides are easier to follow.

• Using microphones reduces fatigue.

• Captions help in noisy environments.

• Well-designed handouts become better resources after the conference.

Inclusive presentations are about removing unnecessary barriers so every participant can engage with your ideas.

As conference season begins, remember that accessibility isn't an extra task to complete after your presentation is finished. It's part of excellent teaching, excellent facilitation, and excellent scholarship. (Related Reading: The Part of Sense of Belonging Nobody Talks About)