Start with small changes as even small changes can make a big difference
Accessibility is More Than Compliance
Ask someone to picture accessibility, and they’ll often describe a wheelchair ramp or the button that opens an automatic door. Those are important, but accessibility doesn’t stop at the building entrance. Sometimes the biggest barriers are hiding in a PowerPoint deck.
Just as risk managers work to identify hazards before an incident occurs, accessible design removes barriers before they become obstacles to learning. Accessibility is not simply a legal obligation; it is an important component of inclusion, participant safety, institutional reputation, and effective communication.
Understanding Hidden Disabilities
Not every disability is immediately apparent. In fact, if you have ever looked around a conference room and thought, “Everyone seems to be following along just fine,” there’s a good chance someone wasn’t; they just didn’t tell you.
Hidden (or invisible) disabilities may include hearing loss, low vision, color blindness, dyslexia, ADHD, autism spectrum disorder, anxiety disorders, PTSD, chronic illnesses, traumatic brain injuries, learning disabilities, and other conditions that affect how individuals process information or participate in learning environments.
Many conference attendees will never disclose these disabilities, nor should they be expected to. Instead, event organizers and presenters should assume that participants have a variety of learning styles and accessibility needs.
Designing with accessibility in mind benefits everyone, not just those who request accommodation.
Why Accessible Presentations Matter
We’ve all sat through presentations with tiny fonts, crowded slides, and color combinations that seemed to be chosen by someone who really liked neon.
Similarly, presenters who move quickly through slides, read directly from text-heavy presentations, or fail to describe charts and graphics may unintentionally exclude participants who rely on assistive technology or alternative learning methods.
Accessible presentation design improves comprehension, retention, and engagement for all attendees while reducing barriers for individuals using screen readers, magnification software, captioning, or other assistive technologies.
Accessibility Benefits Everyone
Accessible presentations aren’t just for attendees using assistive technology. They also help people sitting in the back row, joining remotely, juggling conference fatigue, or trying to decipher a slide before their second cup of coffee.
Examples include:
- Using larger fonts that are easier to read from the back of a room
- Limiting text and using clear, concise language
- Providing sufficient color contrast
- Organizing information with meaningful headings
- Describing important visuals aloud during presentations
- Providing presentation materials in advance when possible
- Using captions during virtual or recorded sessions
These practices support attendees who may be viewing slides on mobile devices, participating remotely, experiencing temporary impairments, or processing information differently.
Planning Beyond the Slides
Creating accessible PowerPoint presentations is only one piece of an inclusive conference experience.
Event planners should also consider:
- Accessible meeting rooms and seating arrangements
- Clear signage and wayfinding
- Captioning or interpreting services when appropriate
- Quiet spaces for attendees who may become overstimulated
- Flexible participation options
- Dietary accommodations and allergy considerations
- Communication methods that allow attendees to request accommodation comfortably and confidentially
Small Changes Have a Big Impact
Accessibility requires intentional planning. Fortunately, creating accessible presentations doesn’t require a graphic design degree or a complete PowerPoint makeover.
The goal isn’t perfection. It’s removing unnecessary barriers one slide at a time.
Continuing the Conversation
As technology evolves and expectations for accessibility continue to grow, risk managers have an opportunity to build more inclusive training and educational programs. Accessible presentations are not simply a technical skill. They are an extension of effective communication, thoughtful planning, and sound risk management.
Designing for accessibility helps ensure that every attendee can participate, learn, and contribute.
Good presentations inform people. Great presentations make sure everyone has the opportunity to learn from them.
Additional Resources
Bridging Gaps: Making Presentation Content Accessible, URMIA webinar, presented August 2026.
PowerPoint Accessibility
Making Events Accessible
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