creating an accessible presentation

Use Inclusive Language

Words matter. Psychological science shows that the language people use is critically important as individuals strive to create a more equitable, diverse, and inclusive world. In an effort to build a common vocabulary, APA has introduced the inclusive language guidelines to raise awareness, guide learning, and support the use of culturally sensitive terms and phrases that center the voices and perspectives of those who are often marginalized or stereotyped.

Say it Loud and Clear

Make sure to use the microphone provided to you, even in smaller meeting rooms. Using microphones helps everyone understand and engage with your presentation. For large audiences, it is helpful to reserve a few front row seats for those individuals who may not be able to see and/or hear the presentation otherwise.

Design for Accessibility

Plan to verbally explain what you show visually. 

Not only will this make the content more accessible to those who are unable to see it, it will also improve understanding for everyone. For example, when showing a data visualization, state “this graph demonstrates X” or “these results indicate X.” Do not assume that everyone can easily see or interpret what you are showing.

Consider presentation structure.

Avoid filling your slides with small text. Use clearly defined titles, headers, and content sections. We also recommend using an accessible PowerPoint template and setting your slides to widescreen (16:9) format. Limit the amount of information on each slide so that it is easily read from the back of the room.

If presenting a poster, use the APA “Better Poster” mod.

Even if you have used our template in the past, please download this version; we have made updates to improve accessibility. When presenting in person, offer to describe the poster for attendees who are blind or have low vision.

Pay attention to text size, font, and spacing.

Keep your slides easy to read: use a larger font size (18pt or larger), choose a sans serif font such as Arial or Calibri, and leave ample white space between lines of text. Limit each slide to no more than six lines of text, and avoid ALL CAPS, excessive italics, or underlining. 

Rely on high contrast color schemes, when possible.

These make it easier for people with low vision and colorblindness to distinguish text and shapes. Stick to dark text on white or off-white backgrounds, or white text on a black or dark background. If you're incorporating other colors, check their level of contrast with online tools like  Multiple Color Contrast Checker or WebAIM. 

Don’t rely on color alone to communicate data.

Include labels when presenting a chart, and if the colors are close to one another, use a break between sections.

Avoid flashing or blinking content when possible.

If you must use it, make sure there are fewer than three blinks or flashes per second. Limit slide transitions and animation.

Add alternative (alt) text to images and figures in slide decks.

This text, read by assistive technology (e.g., screen readers), should describe the content depicted in the image. For example, if you are using a graph, the alt text should indicate that it is a graph demonstrating [subject].

If using PowerPoint, run an “accessibility check” before you finish your slides or handouts.

You will find “Check Accessibility” under the under the “Tools” tab.

Save as a PowerPoint or Word file, not a PDF.

Avoid printing to PDF, as this does not preserve the document’s accessibility features. Instead, keep your slides or handouts in their original file format for greater accessibility.