Welcome to accessible Event, the ideal way to make all of your corporate meetings, classrooms, conference presentations and webinars fully accessible to everyone, including blind, deaf and deaf-blind attendees.

Your attendees will join the event by using a web browser to visit accessibleevent.com.

They’ll enter a 9-digit event code, and then your PowerPoint presentations, web pages, Microsoft Word documents and Excel spreadsheets will be displayed to everyone in a completely accessible format.

Let’s take a look at how Accessible Event works.

Before you can create an event, you’ll need to purchase Accessible Event service.

To do this, visit accessibleevent.com and choose the sign up link from the main page.

Here you can choose the service that best fits your needs.

You can purchase a personal day pass allowing up to 5 attendees for your meeting, or a corporate day pass allowing up to 25 attendees.

You can also purchase personal or corporate monthly or yearly subscriptions.

Once you’ve purchased Accessible Event service, you’re ready to set up an event.

To do this, visit the Accessible Event main page and choose the add event link.

In the first edit box, enter the name of your event.

This is what will show up in the title bar of the browser for your attendees.

In the next edit box, enter the names of the presenters who will be conducting the event.

After that, you’ll have a field to enter a description for the event.

This is the page that will display to attendees who arrive before the event begins.

Here you can include information about your company or about the topics that will be discussed during the event.

The next field allows you to enter a message that will be displayed when the event concludes.

Here you can place contact information or perhaps a call to action for your attendees.

Next you’ll see a checkbox to enable audio/video streaming during the event.

You’ll usually want to enable this but in a case where you’re in the same room with your attendees you’ll want to disable this so that they don’t hear the audio from you in the room as well as from your microphone.

The next checkbox tells Accessible Event whether you’d like to make an archive of your presentation.

If you check this box, your attendees will later be able to view the accessible event in its entirety, including content.

You can also make an MP3 archive of the event for those who just want to hear the audio.

Finally, you’ll see a checkbox to enable live voice chat before the event begins.

This is essentially a lobby mode so that your attendees can talk amongst themselves before you start the event.

Live voice chat is automatically disabled when the event begins and will need to be reenabled by an event manager if desired.

Once you’re done adjusting these settings, choose the add button and your event will be created.

As soon as your event is created, you’ll be taken to that event’s main page.

You can get back to this page at any time by logging in to accessibleevent.com and following the link with the title of your event.

There are several options on this page.

For now let’s choose the manage event link.

On this page you can do a number of things like uploading a logo or photo that will be displayed to attendees before your event begins.

You can also enable captioning and send an email with your event information to your attendees.

Sometimes you won’t be the only presenter involved in the event.

In fact, sometimes you might just want to be the event organizer and allow other presenters to do all the speaking and displaying of content.

Accessible Event makes this not only possible, but easy.

Let’s choose the add a presenter link.

This page is very simple.

In fact there’s only one piece of information that you need, an email address.

If you know that your co-presenter has an account on accessibleevent.com, enter the email address associated with that account.

If your co-presenter doesn’t have an account on accessibleevent.com or if you’re not sure, just enter the contact email address you have for that co-presenter and if an account doesn’t already exist, one will be created.

Your co-presenter will receive credentials for logging in to the Accessible Event account as well as instructions for how to join the event once it’s time to conduct it.

Once you’ve added a presenter, you’ll need to define that presenter’s roles.

Accessible Event automatically takes you to the manage presenter roles page.

You can return to this page at any time by choosing the manage presenter roles link from the main event page.

Now you have checkboxes defining which roles each presenter has.

You can choose whether a presenter is an event manager, which means they can begin and end the event, they can manage presenter roles even when the event has begun, they can do things like create an MP3 archive, enable captioning and so on, and they can even delete the event so you’ll want to be careful who you choose to fill this role.

You can have more than one event manager.

That means that if one event manager is unavailable, there’s always someone there for backup.

Next you can choose whether your presenter can show documents.

Content for your accessible event presentation is displayed in one of two ways.

It can either be uploaded beforehand, which we’ll talk about a bit later in this presentation, or it can simply be displayed by bringing up the application with the content you’d like to display.

Accessible event will watch from supported content from those presenters who have the show documents role, and when that content is in focus it will be displayed to all attendees.

Next, you have checkboxes to enable audio and video streaming.

If you want someone to just display documents or manage the event from behind the scenes, you can disable their audio and video streaming.

If you want someone to be audible but you don’t want to stream the feed from their web cam, just disable the video option.

Remember that all presenter roles can be managed by an event manager even during an event.

So, if someone’s done talking you can simply choose to disable their audio and video streaming for the remainder of the presentation.

The last presenter role is the ability to take questions.

When an event is in progress, an event manager can enable the ability for attendees to ask questions.

Once this feature is enabled, any presenter with the take questions role enabled will receive a notification when a question has been asked.

They can then decide to accept the question or reject it.

When you’re done adjusting presenter roles, choose the update button and your changes will be saved.

You can add as many presenters as you like.

Now that you’re all set with presenters, you’re going to want to invite people to attend your event.

Let’s choose the email a link to this event link.

The first thing you’ll do on this page is enter the email addresses of the recipients of your message.

You can enter a name followed by a comma followed by the email address, or just the email address.

Remember to separate each email address with a blank line.

You can do that just by pressing enter.

The next field is the subject field, and it’s automatically populated with the title of your event.

You can leave this alone if you like, or customize it.

Finally, you’ll see the body of the message.

The body of the message begins with some text you’ll want to delete.

Instead, you’ll replace it with a customized message of your own.

Following that you’ll see text which says here’s a link to the event, followed by a link to the event.

Last you’ll see another bit of text that you’ll want to delete and replace with something that adds a personal touch.

When you’re done there, just choose the send button and your message will be sent to the recipients you’ve chosen.

If you want to use another email program like Outlook to send your message to your attendees, you can do that.

In your message, you’ll include the link http://accessibleevent.com/ followed by your 9-digit event code.

You can always find your 9-digit event code on the event’s main page.

When it’s time to prepare content for your event, you can choose to either display that content live or you can upload documents for your presentation.

In this way, the person displaying documents only has to concentrate on choosing the previous or next document button to move through the documents in the presentation.

It also means that document presentation doesn’t have to be done from a Windows pc.

It can be done from a Mac computer or even an iDevice like an iPad or iPhone.

To begin uploading documents, choose the upload documents link from the event’s main page.

Here we have the opportunity to upload a .doc file, an .rtf file, or a locally saved html file.

You can type the path directly in to the edit box or you can choose the browse button and find your file that way.