Send important session information (in an accessible format) to participants prior. For example:
- Relevant background information (for example, project brief and the type of session it is – informational, user testing, co-design etc.).
- A rough outline of the session (for example, introduction, discussion, wrap up etc.).
- Accessibility information around getting to the physical location or joining the virtual session.
- Accessibility features which will be used (for example, automatic live captioning) and ask participants if they require any further support to participate.
- Participant expectations and input (for example, "We will ask you to introduce yourself with your name and advise which forms of transport you use", "We will be asking you which marketing materials you prefer.").
- Practical ‘how to use’ guides for the workshop tools so participants can familiarise themselves before the session (for example, online whiteboard and video conferencing).
- Presentation slides. This is particularly important for participants who use screen readers so they can access the information on their own device.
- Contact person's details who can assist with directions, troubleshooting or any access requirements on the day.
You can add the following content to your session invitation emails:
The [Project name] team is committed to inclusion for our workshops, and we appreciate that the experience of inclusion is not the same for everyone. Please let us know what we can do to make our sessions more accessible and inclusive for you.