Interactive sessions are meant to give everyone a voice. But if some people can't see the screen, can't keep up with the timer or can't scan the code to join, the session quietly shuts them out. Accessibility isn't a separate project you tackle once; it's a set of habits that make your sessions better for everyone in the room.
Here are practical tips you can apply to your next workshop, class, meeting or event.
Ask about needs before the session
The simplest step is often the most overlooked: ask. Add a short, optional question to your registration form or invitation, such as "Is there anything we can do to make this session easier for you to take part in?"
You won't know every need in advance, and you don't have to. But the answers help you prepare, and the question itself signals that participants are welcome to speak up.
Make joining easy for everyone
Joining is the first interaction, and it's where many people get stuck.
- Display the join code in large, high-contrast text and leave it on screen for a while.
- Read the code aloud, slowly, and repeat it.
- Offer both a QR code and a typed code. Not everyone can scan a QR code, and not everyone can easily read small text.
- Avoid requiring app downloads or account creation, which add steps and passwords to remember.
Write in plain language
Clear wording helps people who are reading in a second language, people with cognitive or learning differences and anyone who's tired at the end of a long day.
- Use short sentences and common words.
- Avoid idioms, slang and unexplained abbreviations.
- Put one idea in each question.
- Keep answer options short and clearly different from each other.
Read questions and results aloud
Not everyone in the room can see the screen clearly. Read each question and its answer options out loud as you present them. When results come in, describe them in words: "Most of you chose the second option, with the third close behind."
This habit also helps people joining remotely, people with a poor view of the screen and anyone who glanced away for a moment.
Give people enough time
Some participants read more slowly, use assistive technology or are translating in their heads. If you close questions too quickly, you lose their input entirely.
Tell people how long they have before a question opens, and be generous. If you use a countdown, choose a duration that works for the slowest reader in the room, not the fastest. When you see responses still trickling in, give it a few more seconds.
Tip: Speed-based scoring can be fun at a quiz night, but it can disadvantage some players. For learning or feedback activities, focus on the answer, not the speed.
Design slides for visibility
- Use large fonts and strong contrast between text and background.
- Don't rely on color alone to carry meaning. Instead of "look at the green bar," say "look at the option with the most votes."
- Avoid flashing or rapidly moving content.
- Leave enough white space so the screen is easy to scan.
Offer more than one way to take part
Some people prefer to type; others would rather speak. Some are happy to share their name; others only contribute when they're anonymous. Combine formats so different people have a comfortable way in. An open question, a quick rating and an invitation to share verbally give three different routes to the same conversation.
Anonymous participation is especially helpful for people who feel anxious about speaking up in a group.
Make media and images accessible
When you play audio or video, choose versions with captions where possible, and summarize the key point aloud afterward. For image-based questions, such as finding a spot on a map or labeling a diagram, describe the image verbally. Consider offering a text-based alternative question for anyone who can't work with the visual.
Include remote and hybrid participants
People joining remotely may not see the room, the screen or the presenter as clearly. Share your screen so the join code and questions are visible, read results aloud and check in with remote participants by name or by a short question just for them. Make sure the audio is clear; a muffled room microphone excludes people as surely as a missing ramp.
Ask how it went
End with a short question about access: "Was there anything that made it harder for you to take part today?" Treat the answers as a to-do list for next time.
Accessibility habits in LetMeAdd
In LetMeAdd, participants join with a 6-character code or a QR code, so there's an option for people who can't scan, and no account is needed. Everyone answers on their own phone or laptop rather than squinting at a projector. You can turn on anonymous participation, mix typed formats like open questions with quick ratings and polls, and use the timer item to set clear, generous time limits. Find out more about LetMeAdd as an audience engagement platform.
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