Meetings and presentations

Planning a meeting

Organising a meeting with service users means that you will have to think and plan more openly about what you have to do, to make the meeting successful for everyone who comes.

Presentations

If possible, establish the access needs of your audience before the event. You may need to produce hard copies of the presentation and handouts in large print.

Slides

• Avoid putting too much information on each slide
• Use high contrast between text, pictures and background
• Avoid using too many colours
• Have well-spaced information
• Use large text and clear fonts, e.g. Arial
• Avoid using moving images and text, as this can be very distracting and difficult to see or read

Handouts

• Find out beforehand if any of the attendees would like the handouts in large print or other formats
• Also find out before the event whether you need to provide copies of the handouts or slides in different languages
• Make sure language interpreters have copies of the presentation well in advance so they can rehearse the spelling of difficult words

Equipment and other aids

• If projecting the presentation onto a screen, check that the image is square and not tilted.
• Before making a presentation at an unfamiliar venue, check the acoustics in case you will need a microphone
• If possible, check beforehand if language support is needed by any participants, e.g. British Sign Language or an induction loop system

Considerations on the day

If you will be presenting to deaf people or people with sensory loss, remember these points:

• make sure both the presenter and interpreter are well lit and ensure the presenter doesn't block the sightline between a deaf person and interpreter
• tell the audience that only one person should talk at a time and they should signal their intention to speak by raising their hand
• always use a microphone, otherwise a hearing loop will not work
• that a deaf person can either look at the screen or the interpreter, they can't do both, so never ask them to read and receive verbal messages at the same time
• to enunciate clearly for lip speakers
• if a deaf person needs to read literature, they can't look at the interpreter at the same time
• include regular breaks - approximately every 20 minutes - if using only one sign language interpreter
• Supply water, in case anyone is on medication
• Do not touch guide or hearing dogs, as this can distract them

If you are a Hampshire County Council member of staff please refer to our corporate guidance on PowerPoint presentations.