Learn how to enhance accessibility and inclusivity in presentations and webinars with audio description
Content author: Lolly Lijewski, former Digital Accessibility Coordinator for the Minnesota Department of Human Services.
Audio description (AD) is essential in making visual content accessible to individuals who are blind or have low vision. By offering spoken narration of visual elements—such as facial expressions, body language, settings, and actions—AD ensures full engagement with multimedia presentations. We have previously covered paying attention to your audio to create a more inclusive way to communicate and techniques to make visuals heard.
In this article, we'll explore when to hire a professional to produce AD and when to self-produce AD, focusing on best practices for self-produced AD in virtual events.
What is Audio Description
AD is defined in Section 508 standards within Section E103.4, as “Narration added to the soundtrack to describe important visual details that cannot be understood from the main soundtrack alone." It informs individuals who are blind or who have low vision about visual content essential for comprehension. This includes actions, characters, scene changes, on-screen text, and other visual elements. AD supplements the regular audio track of a program, typically added during pauses in dialogue.
Professional AD services are commonly used for movies, television, and complex visual content. However, accessible experiences can also be created for meetings or webinars. These experiences can be self-produced.
Self-produced AD
In some situations, the presenter can handle audio description when the content is straightforward, and the visual elements are simple. In these cases, the focus is on providing clear, concise descriptions of the visuals, with minimal preparation required to ensure accessibility. This applies to:
- Presentations and webinars: When leading a meeting or webinar with mostly slides or basic charts, the presenter can describe visuals on the spot. Brief but clear verbal descriptions of key images, graphs, or video clips ensure full understanding.
- Casual events with limited visuals: For presentations with minimal multimedia, such as a few images or text-based slides, the presenter can incorporate AD during the presentation without extensive planning.
Tips for self-produced AD
Here are practical tips to enhance the accessibility of presentations and webinars through AD:
1. Plan ahead and be prepared
- Identify key visuals: Review the presentation slides or visual content beforehand and identify the elements that need to be described. Focus on visuals that convey essential information or provide context.
- Write brief descriptions: For more complex visuals, write short descriptions you can smoothly incorporate during the presentation. This helps avoid pauses and ensures all key details are covered.
2. Describe visuals clearly and concisely
- Be specific: Avoid vague terms. Offer descriptions that explain what the chart or image represents, like “This bar graph shows the increase in sales over the last quarter, with a significant spike in July."
- Be succinct: Descriptions should be clear but brief to avoid overwhelming the audience. Focus on the most important visual elements without excessive detail.
3. Integrate descriptions naturally
- Incorporate descriptions into the narrative: Blend descriptions into the presentation seamlessly, avoiding interruptions. Briefly mention visuals in the script while maintaining a smooth delivery.
- Use pauses effectively: Allow enough time between descriptions and main content for everyone to process the information. A small pause ensures understanding before continuing.
4. Use clear and descriptive language
- Be precise: Use clear language to describe colors, shapes, and actions, such as “a blue and green gradient background that mimics a sky at dusk."
- Describe actions and expressions: When describing video content, mention facial expressions or body language, such as “The speaker smiles as they introduce the topic” or “The person points to a graph with the word 'increase' beside it."
5. Consider timing
- Stay in sync: For videos or animations, align descriptions with the visuals. Provide a moment of pause before continuing to ensure the audience has time to process. For example, “Now the chart transitions to show the sales for the last six months.”
- Use brief pauses: Pause before describing an image to allow participants to absorb the description without feeling rushed.
6. Provide resources:
- Embed text: When sharing the presentation with the audience, embed the text of the description in the slides so screen reader users can follow along.
7. Test your setup and tools
- Check your audio settings: Ensure the microphone and sound levels are optimal. Poor audio quality can reduce the effectiveness of AD.
- Use accessible platforms: Confirm the webinar platform accommodates screen readers, captions, and support for audio description if necessary. Platforms offering live transcription or captioning enhance accessibility.
8. Engage with your audience
- Ask for feedback: After the presentation or webinar, seek feedback from attendees on the helpfulness of the AD. This allows for future improvements.
Professional AD
Professional AD is best for complex content or situations where visuals are essential for understanding. Professionals offer polished and seamless audio descriptions, ensuring accuracy, appropriate timing, and smooth integration with content. Professional AD should be considered for:
- Films, documentaries, or complex visual media: Detailed visuals, such as those in movies or high-impact videos, often require professional AD to ensure high-quality, accurate descriptions.
- Large-scale productions: In events like conferences or theatrical performances with intricate visual details (e.g., lighting, stage design, costumes, expressions), professionals ensure comprehensive descriptions that make the content accessible.
- Accessibility compliance: When events must meet legal or organizational accessibility standards (e.g., ADA, Section 508), professionals can ensure the event meets compliance and quality standards.
Conclusion
- Accuracy is crucial: Whether the AD is self-produced or professional, ensure the descriptions are accurate, concise, and objective.
- Consider the audience: Tailor descriptions to meet the specific needs of the audience.
- Integrate descriptions seamlessly: Incorporate AD into the presentation without disrupting its flow.
- Follow guidelines: Adhere to accessibility standards when creating AD.
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