Maine CITE Webinar Presenter’s Guide

Maine CITEThe following document is for anyone preparing to provide a training webinar for Maine CITE. You may also download and print out a PDF version of this guide.


When presenting at a Maine CITE sponsored webinar, we ask that you use this guide in preparing for your session. Maine CITE is committed to ensuring all of our training programs meet standards for accessibility by people with disabilities and serve as a showcase for how to present training programs using the principles of universal design.

Before your presentation

If you decide to use any audio visual aids, including PowerPoint slides, we need to ensure that they meet accessibility standards. To ensure access, all presentation materials must be sent to Maine CITE at least five (5) work days prior to the date of your presentation.

Program Description

All programs need a short program description including learning objectives (usually listed in bulleted form). Ideally, the program description is written in present tense (not future tense) so it may be used before the webinar and for the archived version (e.g., “…this training provides participants with knowledge about…”). Maine CITE staff will be happy to assist you as you prepare the program description.

The program description should be completed at the earliest possible time (4 to 6 weeks prior to the event) to ensure distribution in our marketing activities.

Presentation Materials

Handouts

We strongly encourage presenters to prepare a fully accessible handout of “speaker’s notes” to share with participants before the webinar. Speaker notes should be formatted in MS Word. If additional handouts are needed, please make sure they are fully accessible (See Accessible Documents Appendix below).

If there are additions, deletions or corrections to the handout content, a revised copy may be submitted to Maine CITE after your webinar and will be made available as part of the archives.

Presentation Applications

If a presentation application is to be used, our system requires PowerPoint (version 2007 or newer). Please use the Maine CITE PowerPoint theme located on-line here – PPT.

If you do not have access to PowerPoint, or have an older version of PowerPoint (ver. 2003 or older), please submit your file five (5) work days before the event and Maine CITE will convert your presentation to PowerPoint. We can also accept iWork Keynote or LibreOffice Impress files.

We prefer the use of an accessible Speakers’ Notes document (in MS-Word) as the handout for each webinar. However, if you require that your PowerPoint file be shared with participants, please make sure it is fully accessible with all assistive technologies (See Accessible Documents Appendix below).

Video

Video content needs to be sent to Maine CITE five (5) work days before your webinar. Ideally, all video content should be in Flash Video format (.flv) however we may be able to use mp4 or f4v video files. All video content which involves spoken word must be closed captioned. Maine CITE staff can assist you in the convert your video content if necessary.

Audio (sound clips)

Audio content needs to be sent to Maine CITE five (5) days before your webinar. All audio content which involves spoken word must be accompanied by a transcript. Audio content must be in mp3 format.

Other materials

The following is a list of other file formats that can be shared on Adobe Connect:

  • A single PDF file
  • A single SWF file
  • A single HTML file
  • A single Adobe Captivate SWF file
  • An FLV file
  • A single image (JPEG, GIF, or PNG)

Technology Requirements

Presenters will need access to a computer or laptop with a high-speed connection to the internet (preferably 10 MB/sec or higher). If Presenters are using a desktop computer, they need to use a headset (headphone/microphone) during the session to ensure a high quality experience for participants. Most modern laptop computers come with high-quality cameras and integrated microphones and speakers that can work quite well for webinars. It is essential that you have your laptop directly in front of you while speaking to ensure quality sound.

Generally, tablets and other devices cannot be used for webinar presentations.

If you choose to present from your own work area, please choose a quiet area and remove any potential distractions such as telephones/cellphones and other background noise. Please turn off any other computer applications (e.g. e-mail, Twitter clients) that might make a sound during the presentation. When others participants are speaking it is a good idea to mute your microphone.

Maine CITE will occasionally use live video as part of the webinar experience. Please check with the us in the Maine CITE office as we will need to test this prior to the live event to ensure good quality.

Adobe Connect requires a standard browser with the latest version of Adobe Flash and the Adobe Connect plug-in. If you have not used Adobe Connect before, Maine CITE staff will arrange for a brief training session with you at least one week before the scheduled event. During this training session, the Maine CITE staff will help you test your system.

During the Webinar

We ask all presenters to enter the Adobe Connect Room at least 30 minutes prior to the schedule start time for a sound check.

Each Maine CITE webinar begins with the Host providing an introduction to the Adobe Connect Pro webinar system.

Please pause at least 10 seconds after the recording has begun.

Please remember to speak slowly and clearly, as though you were speaking to a live audience. If there is more than one speaker, you may need to identify who you are before you speak.

Adobe Connect uses the “chat pod” for questions from the participants. You may choose to hold questions until the end of your presentation or a designated time in the presentation. You may also choose to monitor the chat pod and respond to questions as they arise.

Who controls slides and other presentation materials?

We prefer presenters control and move the slides in their PowerPoint presentation. We will show you how to do this.

Other presentational formats (e.g., use of polling pod, extra content or video streams, etc.) and transitions between the presentation pods will be administered by the Maine CITE Producer or Host.

At the End of the Webinar

Please encourage people to complete the evaluation form at the end of the webinar with a reminder that certificates of attendance are sent only to those who complete the evaluation form.

Appendix: Accessible Documents

As you prepare your handouts for your webinar, please make sure all documents are fully accessible with all assistive technologies by using the following guidelines:

All Documents:

  • All Images need Alternative (ALT) Descriptions. These provide information and meaning to people using screen reader assistive technology (AT). What makes up a good ALT Description? We recommend using something pithy and to the point. Not too long, not too short.
  • Make sure every object (Shapes, SmartArt, charts, photos, videos) has an ALT Description.
  • Table columns need “headings” – information at the top of the column or sometimes in the first column that identifies the data in the chart. Headings are essential for navigation and understanding for users of screen readers. Try to stick with simple tables. If you have complex information, please use a spreadsheet as a handout.
  • When adding hyperlinks to documents, use “embedded” hyperlinks.
  • Avoid using abbreviations/acronyms unless they are universally known.

PowerPoint: We recommend that you create a word processor or PDF document as a handout for your webinar. But if you need to distribute your PowerPoint file, please use the following addition guidelines:

  • Please use the Maine CITE PowerPoint theme located on-line here.
  • Make sure each slide has its own unique Title.
  • Size of fonts is controlled by the Theme. You may make font size larger, but not smaller than what is in the theme
  • View Outline to see if each Title is present and unique.
  • All Images need Alternative (ALT) Descriptions. These provide information and meaning to people using screen reader assistive technology (AT). What makes up a good ALT Description? We recommend using something pithy and to the point. Not too long, not too short.
  • In PowerPoint, the software provides an option of adding a “title” and a “description” to images. The use of the title is optional; the description is essential as that’s what the AT will read.
  • Make sure every object (Shapes, SmartArt, charts, photos, videos) has an ALT Description.
  • Although you can add Tables to a Presentation document, it is probably best not to. Visually it makes more sense to use a chart or graph. In which case, follow the protocols for Images above.
  • If you insist on using a Table…Table columns need “headings” – information at the top of the column or sometimes in the first column that identifies the data in the chart. Headings are essential for navigation and understanding for users of screen readers. If a large amount of data needs to be presented, it would be better to use a spreadsheet and provide that as an additional document (handout or speakers notes).
  • When adding hyperlinks to slides, use embedded hyperlinks.
  • Check reading order of all content by viewing slides in Outline format.
  • Do not embed audio or video files in the PowerPoint document.
  • Do not create transitions between or within slides in your PowerPoint document.
  • Before you share your PowerPoint, use the MS-Office Accessibility Checker (only available in MS-Office 2010 or newer) to test your document for accessibility.

Other Audio/Visual Materials

  • All video content with human voices must include captioning for all videos
  • All audio-only content must include a transcript.

Revised: 2/1/2016