RingCentral Events offers multiple tools to customize your events and make them accessible to the widest audience possible. This guide provides key considerations and tips for planning your content and event structure.
Video
Captions
Closed Captions are essential for video accessibility. RingCentral Events provides automatic captions for Stages, Sessions, Expo, Replay, and Networking segments. To learn more, refer to our guides on:
- Using Closed Captions on Stage
- Using Closed Captions in Sessions, Expo Booths, Networking
- Using Closed Captions in Replay
Captions for non-English content
Currently, automatic closed captions are available only in English. For other languages, please provide captions through third parties. To learn more, refer to our guide on Using captions and translations.
Live captions
Automatic captions may not always be accurate, especially with technical terms, jargon, or accents. Use specialized companies for live captions, such as the integration with SyncWords or AI Media via RTMP stream.
Caption translation
To bring content to your international audience in their local language, you can make use of our Stage caption AI translation available as an add-on to all plans. Attendees will be able to display translated captions on Stage and choose from a list of 20 supported languages (Arabic, Czech, Danish, Dutch, Finnish, French, German, Hindi, Indonesian, Italian, Japanese, Korean, Polish, Portuguese, Russian, Spanish, Swedish, Thai, Turkish, Vietnamese). It only works with English as the input language.
For simultaneous interpretations, you can use platforms like Kudo or Interprefy that can be integrated directly into the right side activity panel of your event.
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.), as they are not visible to screen readers.
Alternative text
Add alternative text to all images except 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, including a longer text with more details for complex images.
To add alt text to images in Customizable content and additional information areas, select the image you added and click the Eye icon.
To add alt text to images in the Advance landing page layout, in the editor, select the image, go to the Layout tab on the right side and add the text under Image Alternative Text.
GIFs
Flashing images and GIFs in the event chat be distressing or overwhelming for some users and cannot be manually stopped.
To disable GIFs in the chat area, go to Event Dashboard > Venue > Venue Controls, unselect the Giphy checkbox under Instant commands and click Save.
Contrast
Ensure your images meet contrast standards for low-vision users. Use online tools like 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.
Infographics
Avoid complex infographics. If necessary, provide a text or table alternative in a Customizable content and additional information area.
UI contrast
When using one of our default color presets, go to Event Dashboard > Setup > Branding > Show advanced settings to adjust certain colors (depending on the selected preset) for higher contrast in low-vision attendees. By default, darker presets such as Dark Theme and Moon Dust have higher contrast.
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.
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:
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.
Ensure legible font size and color.
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
Use emojis sparingly and do not replace words with them.
Use a capital letter for each new word in a hashtag. For example, #RingCentralEvents and not #ringcentralevents.