The Importance of Describing Visual Content for Blind Attendees

In today’s fast-paced, visually driven world, it’s easy to forget that not everyone can access information through sight. For blind and visually impaired attendees at events, presentations, or online meetings, visual content can present significant barriers to inclusion if not properly described. Ensuring that your event is accessible to all includes the crucial step of describing visual content in a way that allows everyone to engage meaningfully. In this blog post, we’ll explore why describing visual content is important, what strategies can be used to achieve this, and how Eventably supports event organizers in creating accessible, inclusive experiences for all attendees.

Why Describing Visual Content Matters

Visual content—such as slides, graphs, videos, and images—plays a central role in most presentations and events. It adds context, supports key points, and makes information more engaging. However, for blind or visually impaired attendees, this visual information can be entirely inaccessible unless it’s made available through verbal descriptions or alternative formats.

Here’s why describing visual content is essential:

• Equal Access to Information: Describing visual content ensures that blind or visually impaired attendees receive the same information as sighted participants. Without descriptions, they miss out on crucial parts of the presentation, which can create an unequal experience and limit their understanding or engagement.
• Inclusive Participation: Inaccessible visual content can make attendees feel excluded. By offering clear, thoughtful descriptions, you foster an environment of inclusivity, ensuring that every participant can engage in discussions and fully participate, regardless of their ability to see the visuals.
• Compliance with Accessibility Standards: Many countries have accessibility regulations, such as the Americans with Disabilities Act (ADA) in the U.S., that require event organizers to make accommodations for people with disabilities, including the blind and visually impaired. Providing descriptions for visual content not only aligns with these standards but also demonstrates a commitment to diversity and inclusion.

What Visual Content Should Be Described?

In presentations, nearly any type of visual content can benefit from description. Here are common examples:

• Images and Photographs: Provide context by explaining what is depicted in the image. This could include the setting, people, actions, and any emotions or symbolism conveyed by the visual.
• Charts and Graphs: Describe key data points, trends, and comparisons. Explain what the graph is intended to illustrate and the significance of the visual information being presented.
• Diagrams and Infographics: Walk through the main elements and relationships presented in the diagram. Focus on explaining the structure and meaning behind the visual representation.
• Videos: Offer descriptions of actions, settings, and changes in the visual content. If the video contains important on-screen text, make sure that’s conveyed as well.
• Slides and Text: While text may be read aloud by the presenter, any formatting, images, or structural elements that contribute to the overall meaning should also be described.

How to Effectively Describe Visual Content

Providing effective descriptions isn’t just about listing details—it’s about conveying the essence and relevance of the visual information in a way that makes it meaningful for the audience. Here are some best practices:

• Be Concise but Informative: Aim to describe visual content in a clear, concise manner without overloading the listener with unnecessary details. Focus on the most important aspects that convey the message or purpose of the visual. For example, when describing a graph, prioritize key trends or comparisons rather than attempting to describe every single data point.
• Focus on Context and Meaning: Provide context for why the visual is important to the overall presentation. How does it support the point being made? How should the listener interpret the information? For example, if a slide includes a diagram of an organization’s structure, describe not only the diagram but also how it relates to the presenter’s point about team hierarchy.
• Use Inclusive Language: When describing visuals, avoid using sight-based language like “as you can see” or “look at this.” Instead, frame your descriptions in a way that acknowledges the diversity of your audience. For example, say “this image depicts…” or “in this diagram, we see…”
• Describe Visual Content in Real-Time: Ideally, descriptions should be provided in sync with the visual being presented. If you are using slides, describe each one as you progress through your presentation, ensuring that blind and visually impaired attendees can follow along in real-time.
• Offer Alternative Formats: In addition to verbal descriptions, consider offering written or audio alternatives for visual content, especially for materials distributed before or after the presentation. Eventably makes it easy to provide accessible versions of your presentation materials, allowing attendees to engage with the content in the format that works best for them.

How Eventably Supports Accessibility for Blind Attendees

At Eventably, we understand that creating inclusive and accessible events is vital. Our platform is designed to help event organizers seamlessly incorporate accessibility measures into every part of their event planning process, including the description of visual content. Here’s how Eventably can help:

• Live Descriptions During Events: Our platform allows for the integration of live audio descriptions, ensuring that blind attendees can follow along with visual content in real-time during both in-person and virtual events.
• Accessible Event Materials: Eventably makes it easy to share accessible versions of your event materials, including audio descriptions, braille-ready files, and text descriptions of images, diagrams, and graphs.
• Customization of Accessibility Features: Event organizers can tailor accessibility options to their audience, whether by providing live descriptions, ensuring slides are shared in advance, or integrating accessible media players that support screen readers.
• Inclusive Event Planning Resources: Our platform provides guidelines and resources to help you make your events accessible for attendees with disabilities. Whether it’s understanding best practices for describing visual content or ensuring your virtual event platform is compatible with assistive technologies, Eventably equips you with the tools and knowledge needed for success.

Making Visual Content Accessible for All

Inclusion starts with recognizing that not everyone experiences content in the same way. Blind and visually impaired attendees should have the same access to visual information as sighted participants, and this is made possible through thoughtful and descriptive communication.

By taking the time to describe your visual content effectively, you not only ensure that your message reaches all attendees, but you also create a more inclusive and respectful environment. At Eventably, we are committed to supporting you in making your events accessible for all, providing the tools and resources needed to describe visual content and engage blind attendees meaningfully.

In the end, it’s not just about compliance or accessibility—it’s about making sure every voice in the audience is heard and valued. With Eventably, you can ensure that your events are truly inclusive, welcoming, and accessible to everyone, regardless of their ability to see visual content.