Access Guidelines for MLA Convention Session Organizers and Presenters
The MLA is committed to making arrangements that allow all members of the association to participate in the convention, whether online or in-person. Therefore, the MLA requests that all session organizers and presenters review the following information and take the necessary steps to make their sessions accessible to attendees with permanent or temporary disabilities. While the guidelines listed below have been designed to provide access to attendees with disabilities, many will benefit all convention participants.
Communication and Presentation
Use the microphone provided, even if you feel your voice carries. Speak clearly and distinctly, but do not shout. Use regular speed unless asked to slow down by members of the audience, sign interpreters, or persons using real-time captioning.
Speakers should always repeat questions or statements made by members of the audience. In dialogues or discussions, only one person should speak at a time, and speakers should identify themselves so that audience members will know who is talking.
Avoid speaking from a darkened area. Some people read lips, so the audience should have a direct and clear view of the speaker's mouth and face.
Prerecorded Presentations
- Caption your video in advance if you're able.
- Describe all visuals in your video presentation. Some speakers might also elect to identify and describe themselves.
- Use a simple, san serif font that screen readers can pick up easily.
- Avoid color backgrounds.
- Upload a copy of your presentation to MLA Commons in advance.
Presentations, Handouts, and Audiovisuals
- Participants should prepare shareable versions of their presentations, even in draft form, for the use of members who wish or need to follow a written text.
- Session organizers are encouraged to create an MLA Commons page for their session where participants can securely share presentations in advance.
- For in-person meetings, participants should bring five copies of their presentations and those who use handouts should prepare three copies in large-print format (boldface 14- to 16-point font size) and briefly describe or read all handouts to the audience. Avoid colored papers.
- Participants should indicate whether they want their documents returned.
Consider the possibility that persons in the audience may be blind. Allow ample time when referring to a visual aid or handout or when pointing out the location of materials. Briefly describe the materials.
When not speaking, mute your online microphone. Reducing sources of background noise and will help focus audience attention on the presenter.
Room Setup for In-Person Meetings
Each meeting room has been set with empty spaces for wheelchair and scooter users. Please do not move chairs into these spaces. Please keep these areas and the aisles clear for persons who may be using wheelchairs, canes, crutches, or motorized vehicles. Space should be left around the doors and aisles to allow access.
People who are deaf or hard of hearing and who use sign language interpreters or read lips need to sit where they can see both the speakers and the interpreter. The interpreter may stand close to the speaker or within a direct line of sight to allow the audience to view both the speaker and the interpreter. Speakers should be aware of the location of interpreters and attempt to keep this line of vision clear.
If you have questions, concerns, or comments, please contact
Stacey Courtney
Assistant Director of Convention and Events
Modern Language Association
85 Broad Street, New York, NY 10004
email: scourtney@mla.org