AFS Moderator/Presenters’ Guide to a More Inclusive Conference Developed by Alaska AFS Diversity, Equity, and Inclusion Committee 

This guide is intended to help make presentations and sessions as inclusive as possible. The  information below represents a non-exhaustive list and provides numerous references for  further reading 

Use inclusive techniques 

  • Ask participants to ensure that their Zoom name appears as they would like to be  referred to, including pronouns. Let participants know that they can switch their name  to “anonymous” if they would like to contribute in a non-attributable way.
  • Provide an accessible introduction that includes your name, title, pronouns, physical  description, and any content warnings for sensitive material.
  • Encourage the use of inclusive language (e.g., “they” instead of “he or she”).
  • Include references, images, and examples that reflect a diversity of identities and  always attribute proper credit to the works of others.
  • Define key terms and identify words presented from another language.
  • Avoid microaggressions and “othering” terms/phrases. Review your work carefully  before you record or present it to others. 

Make audio and visual content accessible 

  • If using Microsoft PowerPoint, use the Accessibility Checker to make sure that your  content will reach everyone in the audience, regardless of visual/auditory abilities.
  • Describe visual content (e.g., “I am displaying a picture/figure/map of…”) and attempt  to minimize visual and auditory distractions.
  • Specify Zoom settings to allow for closed captioning and/or live transcriptions (this  enables the option for attendees to turn on/off this feature at any time).
  • Speak slowly, clearly, and practice ahead of time.
  • Disable the chat function during presentations to avoid detracting from the speaker.
  • Consider asking all participants to turn off their cameras during presentations and  back on for questions to aid those with limited connectivity.
  • Mention that it is okay to turn cameras off for any reason.
    • Do not ask people to turn their cameras on at any time! if needed, you can  simply ask them to answer via the chat.
  • Assign a co-moderator to provide live technical assistance for those unfamiliar with  Zoom or other web conferencing platforms.

Ensure the safety of all participants 

Additional Resources