Accessibility Guide: Announcements and Flyers

Event and training flyers are the first introduction to people of your event. It’s important they are accessible for people to read and find out about your program. Announcements also should give people the opportunity to request accommodations.

Some important considerations when preparing an event flyer:

  • Content: What is being communicated
  • Format: Word, Adobe pdf, Publisher
  • Style: Font and Color
  • Delivery Method: How are you distributing your information

Considerations about accessible document format, colors, and fonts are covered in the Accessibility Guide Document page.

The person organizing the event or receiving the registrations should know the procedure for responding to accomodation requests.

Important Content for your flyer:

  • Information about how a participant can access or request accommodations
  • Preferred time frame or deadline for requesting accommodation
  • TTY contact number or Relay number along with other public contact information such as phone numbers
  • Multiple ways to contact; i.e. phone, fax, e-mail and/or website

Sample Language

"The Department of Labor is committed to providing access, equal opportunity and reasonable accommodation in its services, programs, and employment. To request accommodation contact Jane Smith at least ten days in advance at: (207)555-1234/V, (207)555-2345/TTY, (207)555-3456/(FAX), or e-mail at j.smith@example.com"

Pictures on Flyers

Many flyers incorporate pictures or other graphics as a way to enhance the visual appeal. It’s important that you follow guidelines and make images accessible or you should create an alternative version of the flyer which eliminates pictures and it available along with the inaccessible version. Best practice is to make a single accessible version. See Accessibility Guide Images and Graphs and Alternative Format pages for more information.

E-Mailing a document

If your event has a website, be sure to show the URL address in the body of your e-mail. Do this even if you are e-mailing your flyer for people to print or forward. This way if the person cannot open or access the attached document, the website is available as an alternative.
Even if you intend the document to be printed and posted by the recipient, it is imperative that the document be accessible for individuals using screen readers. See Accessibility Guide Documents

Checklist:

  1. Flyer has a way for people to request accommodations including contact person, phone, email and TTY/ Relay #
  2. Electronic flyer has alternative text for pictures
  3. Electronic flyer text is not in text boxes or as a picture
  4. TTY number is included with other contact numbers
  5. Link to event website is included in the body of the e-mail when distributing the flyer

Related Accessibility Guide Pages

Alternative Format

Documents

Images and Graphs

References / More information:

Accessibility Policy on Effective Electronic Communications State of Maine, OIT

 

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