We explored the current state of disability representation in media and why it is crucial to address the persistent lack of inclusivity and support for people with disabilities. This representation matters because it shapes public perception and opportunities, yet individuals with disabilities often face barriers to equitable participation and portrayal. The panelists provided actionable insights into how the funding community can play a pivotal role in promoting accessibility initiatives across the industry. From supporting career development for filmmakers with disabilities, championing accessible production practices, covering physical accessibility for in-person exhibitions like festivals and theaters and funding accessibility assets for media that is made. This session offered a comprehensive look at the various ways funders can drive positive change.
Watch the compelling discussion that explores the need for funders to advance accessibility in media and film.
We heard from:
- Cassidy Dimon, Executive Director, FWD-Doc
- Keisha Knight, Director, IDA Funds and Advocacy, International Documentary Association
- Richie Seigel, Co-Founder & President, Inevitable Foundation
- Carrie Lozano, President and CEO, ITVS (moderator)
Resources shared during the Session:
- https://www.fwd-doc.org/toolkit
- https://www.indievisibleentertainment.com/production-accessibility-coordinators
- https://www.fullspectrumfeatures.com/access-reframed
- Scorecard Impact Report: https://www.fwd-doc.org/accessibility-scorecard-impact-report-2023
- Here is the report that states that 1 penny of every 10 dollars foes to disability rights and disability justice organizations: https://disabilityphilanthropy.org/foundation-giving-for-disability/where-are-we-now/
- NAI Report with Recommendations to Funders: https://www.documentary.org/sites/default/files/202404/Enhancing%20Accessibility%20and%20Support%20for%20Disabled%20Nonfiction%20Media%20Makers%20-%20NAI%202024%20Report_0.pdf
- FEAW accessibility checklists are also helpful: https://feaw.org/accessibility-checklist
- Accessibility Scorecard: https://www.fwd-doc.org/film-event-accessibility-scorecard-2023
Curating and Executing an Accessible Zoom Meeting: A Model for Accessibility
This summary outlines the steps we took to plan and deliver an inclusive and accessible Zoom meeting. By researching and applying best practices, we aimed to create a model for virtual events that accommodate all participants, fostering meaningful engagement and participation.
Costs:
Excluding staff time and honoraria for speakers from non-member, non-grantmaking organizations, the costs for this session was $320.
- CART Services – $180.00 per hour of service
- ASL Interpretation – $140.00 per hour of service
Pre-Production
- Ensuring Disability Representation: We prioritized disability representation among panelists to ensure diverse perspectives and lived experiences informed the session.
- Timeline For most of our programs, we typically follow a 4–8 week timeline for organizing an online session. However, for this program, we chose to postpone it several times to ensure we had the necessary time and space to execute it thoughtfully. Following best practices, we prioritized a deliberate pace of four months to ensure all elements were properly addressed, no one felt rushed, and both panelists and attendees had ample time to understand and prepare for the session’s details.
- Training and Preparation A planning call was held three weeks prior to the event for panelists and the moderator to review accessibility guidelines, session content and logistical details.
- Debated between Zoom Meetings Vs. Webinar Initially, we planned to host the session as a Zoom Webinar, considering best practices for accessibility. However, during the planning call, one panelist emphasized the importance of fostering engagement and connection with the audience, which led us to reconsider. After thoughtful discussions with panelists, we decided to revert to a Zoom Meeting format to prioritize engagement while incorporating strategies to address accessibility, such as clear guidelines for managing the chat and Q&A sections.
- Accessible Content Preparation We worked closely with panelists to ensure slides and graphics adhered to accessibility standards, using clear, legible fonts, high-contrast color combinations, and alt-text descriptions for visuals.
- Support Services Virtual ASL interpreters and CART captioning services were contracted in advance. The Zoom meeting was configured to auto-record to the cloud for easy access post-event.
- Follow-Up Messages to Registrants A final message was sent to registrants the day before the program, including:
- Slide decks in an accessible format.
- Best practices for using the chat function and submitting questions.
- Zoom meeting details to ensure participants were well-prepared.
Invitation and Website
- Design for Accessibility
- We prioritized high-contrast, readable color combinations to ensure clarity for all participants.
- Links were designed to be distinguishable and accessible. We chose accessible, legible fonts and avoided decorative styles that could compromise readability.
- Content and Clarity Alt text descriptions were included for all images in our Mailchimp invitation to accommodate screen readers. Invitations were formatted using HTML rather than image-based designs to ensure accessibility. Emojis for date, time, and location were replaced with clear, plain text to avoid potential confusion for those utilizing screen readers.
- Accommodation Statement Both the invitation and website included the following accessibility notice:“We strive to host an inclusive and accessible session. Accessible materials will be distributed to participants in advance, and live captioning and ASL interpretation will be provided during the event. If you have questions about the accessibility of our presentation or want to request accommodations, please reach out to Roshni Melia. We will do our best to accommodate all requests but cannot guarantee support for requests made after Nov. 19, 2024, beyond what is already outlined.”
Registration
- Accessible Registration Page The registration page mirrored the program details included in the invitation, ensuring consistency. Staff contact information (email) was provided for participants to ask questions or seek assistance. Gathering Accessibility Information The Eventbrite form included targeted questions to better understand participants’ needs:
- Do you have any accommodation requests?
- Will you be using a screen reader?
- May MIF staff reach out to you to learn more about how we can best meet your needs?
- Confirmation Communication Confirmation emails were designed to be comprehensive, containing all essential event details. Participants were informed that additional information and reminders would be shared via email the day before the program to ensure readiness.
During the Program
- Pre-Session Setup Panelists were asked to join 15 minutes before the start time for final checks and to address any last-minute questions. Captioning and interpretation services were tested to ensure they functioned smoothly. Panelists were reminded to provide live descriptions of themselves at the start of their introductions and to identify themselves by name whenever speaking after prolonged pauses, to assist participants relying on auditory cues.
- Participant Engagement During the welcome, we provided clear housekeeping instructions, including how and when participants could engage during the session, such as using the chat or Q&A features.
- Moderation and Interaction Active speakers were pinned to ensure visibility, while non-essential chat functions were disabled to minimize distractions. The moderator actively monitored the Q&A, reading out participant questions aloud to ensure they were accessible to everyone.
Post-Production
- Preparing Recorded Content for Sharing Staff trimmed the video recording and manually edited the live captions for clarity and accuracy. This version is included in the uploaded version of the video on YouTube.
- Follow-Up Materials Within a week of the event, participants received an email containing:
- A link to the meeting recording (video and audio) with captions, hosted on our website.
- Resource links shared during the session, consolidated from the chat.
- This write-up documenting the process and steps we followed to create an accessible session.
By implementing these steps, we aimed to model an inclusive virtual event, setting a thoughtful and practical standard for accessibility. This summary is shared in the hope that it will inspire and guide others in creating accessible and inclusive virtual programming.
Resources:
- https://www.shareddigitalguides.org.uk/guides/video-conferencing-neurodivergent-zoom
- https://www.deafhhtech.org/rerc/accessible-virtual-meeting-tips/#h.zfn34c6afg1r
- https://rootedinrights.org/how-to-make-your-virtual-meetings-and-events-accessible-to-the-disability-community/
- https://disabilityin.org/resource/creating-accessible-digital-zoom-meetings-resource-from-inclusion-works/
- https://www.peatworks.org/checklist-for-an-accessible-virtual-meeting-presentation/
- https://webaim.org/resources/contrastchecker/
A few lessons learned (updated as of 12/13/2024)
After our recent Zoom meeting, we received valuable feedback from a Deaf attendee that shed light on specific areas for improvement. Their insights emphasized the importance of aligning technology and practices to ensure full participation for everyone, including those who rely on ASL interpretation and captioning. Below, we outline the lessons learned and actionable steps to enhance accessibility.
1. Include the Interpreter as a Regular Participant in the Meeting:
Instead of using Zoom’s interpreter function, we recommend making the interpreter a regular meeting participant. This approach ensures the interpreter can fully interact with the meeting and allows for a more seamless experience for Deaf attendees.
- Challenges with the Zoom Interpreter Function:
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- Limited Interaction: The interpreter function does not allow ASL interpreters to verbalize for Deaf attendees. For example, if a Deaf participant has a question or comment, they are limited to typing in the chat, which restricts their ability to engage dynamically.
- Recording Accessibility: When using the interpreter function, the ASL interpreter is not included in the meeting recording. This poses a significant accessibility challenge. As one attendee shared, toggling between the separate ASL video and the meeting recording was cumbersome and ineffective, making it difficult to follow along. Including the interpreter as a visible participant in the meeting would resolve this issue and ensure accessibility for those reviewing the recording.
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2. Consider Post-Video Accessibility Options:
For meetings where recordings will be shared, opting for a webinar format could offer better accessibility. Highlighting the interpreter and speakers during the session ensures that the recording remains inclusive for Deaf viewers. This approach also simplifies the post-production process, as the ASL interpreter and primary content are seamlessly integrated into the recording.
3. Improve CART Captioning Practices:
While CART captioning provides real-time transcription, speaker identification is crucial for clarity. One attendee noted that captions during the meeting did not indicate who was speaking, which made it challenging to follow the conversation in real-time and in the transcript.
- Speaker Identification: Captions should include speaker names to enhance understanding. Providing captioners with a list of participants’ names in advance allows them to program these into their systems for quick insertion during the meeting.
- Leverage Improved Zoom Captions: Built-in Zoom captions have become increasingly accurate and often include speaker names. Using Zoom captions as a primary or supplementary solution can further enhance the accessibility of your meetings.