How to make your RingCentral Event more accessible

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RingCentral Events offers multiple tools for organizers to customize their events and make them accessible to the largest number of people. Here are some of the aspects to keep in mind while planning your content and event structure.

Video

Captions

Video is the main element of an online event; you should always provide Closed Captions for video content to be accessible. In RingCentral Events, we offer automatic captions for Stage, Sessions, Expo, Replay, and Networking segments. You can learn more about automatic captions in RingCentral Events from these articles:

Using Closed Captions in the Stage

Using Closed Captions (Sessions, Expo Booths, Networking)

Using Closed Captions in Replay

Captions for non-English content

At the moment, RingCentral Events provides automatic closed captions only in English. If your video is in a different language, please provide captions through third parties. Check the article - Accessibility: Tips on using captions and translations for options.

Live Captions

Automatic captions often aren’t reliable. Especially when your video has a lot of technical terms and jargon or when the speaker has an accent. It is always better to provide live captions through specialized companies. You can use an integration (such as SyncWords) or set up an RTMP stream going through live captioners (for example, AI Media)

Audio Description

While closed captions provide visual access to audio content, the video can still be inaccessible for blind attendees. When planning your event, review your content to determine whether it needs audio descriptions. Audio description is a form of narration that provides information surrounding key visual elements in media work to benefit blind and visually impaired consumers.

If the video you plan to share will benefit from an audio description, you need to add it separately in pre-production. Attendees cannot turn off the added audio track. 

Flashing content

Avoid flashing content in your events. Content that flashes repeatedly can be harmful to people with photo-sensitivity or seizure disorders like epilepsy. The page should not contain anything that flashes over three times in any one second. If you’d like to learn more about these requirements, visit the WCAG criteria description

Images

Banners and Logos

Avoid placing important information in the banner and logo images (Event banner, Session banner, Booth banner, Organization logo, Sponsor logo, etc.). These images are not visible to screen readers. 

Alternative text

Add Alternative text to all images except purely decorative icons. Remember to keep Alt text short and factual. Use explanatory file names for your images; screen readers will typically use the file name when alt text is not available. Add Image Description - a longer text with more details, for complex images. 

Customizable Content Area and Additional Information

To add Alt text to images in Customizable content areas, click on the image you added > eye icon > add alternative text:

 

   

Canvas Images

To provide Alt text for images used on the Canvas Registration page, click on the image > fill Image Alternative Text field (Right Sidebar > Layout tab)

GIFs

Try to avoid using GIFs in the event, as they cannot be manually stopped and can be disturbing for some users. 

To avoid flashing images in chat that can cause distress or overwhelm, turn off Giphy by unchecking the box in Venue Controls > Instant commands:

 

Contrast

Check the images you’d like to use for color contrast. There are certain standards for contrast ratios for images to be accessible by users with low vision. There are multiple online checker tools available, for example - Contrast Checker.

Pay special attention to the Booth banner background in relation to the White Base color as set by the preset you selected. This will be the color of the Booth title overlaid on the Booth banner image; make sure it's legible.
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Infographics

Try to avoid complex infographics. If completely necessary, provide a text or table alternative in the Customizable Content area. 

UI Contrast

When using one of our default color presets, you can adjust certain colors to increase contrast for low-vision attendees. By default, darker presets such as Dark Theme and Moon Dust have higher contrast.

Go to Event Dashboard > Setup > Branding > Show Advanced Settings to adjust the colors.

Note: Branding customization is only available on Advanced plans.

Depending on the preset you selected, there will be several adjustments to make:

Classic 

Copy the value from Gray 650 to Gray 500 and Gray 600:

 

Dark Theme  

Copy the value from Gray 600 to Gray 500:

 

Forest Green  

Copy the value from Gray 700 to Gray 500, Gray 600, and Gray 650:

 

Sunset Haze

Copy the value from Gray 900 to Gray 500, Gray 600, Gray 650, Gray 700, and Gray 800.

Copy the value from Primary 500 to Primary 400:

 

 

Ocean Blue

Copy the value from Gray 700 to Gray 500, Gray 600, and Gray 650.

Copy the value from Primary 500 to Primary 400:

 

Moon Dust

Copy the value from Gray 600 to Gray 500:

 

 

Tip: If you want to brand the event using your own colors, use a contrast checker to ensure a sufficient color contrast ratio between foreground and background colors.

Text

Language

Use plain language in your descriptions and communication. Avoid using acronyms and jargon. Use short sentences and paragraphs. 

Format

Left align text where possible.

Be mindful of font size and color, making it legible. 

Provide clear structure for text in Customizable Content Area and Additional Information fields. Use Heading and Paragraph levels to ensure a coherent hierarchy. 

Use descriptive action hyperlinks. 

Example: Instead of “click here" or "learn more,” say “learn about Customizable Content Area and Additional Information.

Emojis and Hashtags

Be mindful while using emojis. Don’t overuse them, and don’t replace words with them.

Use a capital letter for each new word in a hashtag. For example, #RingCentralEvents and not #ringcentralevents

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