Webex Host Guide

It's important to know what your audience needs, and the best way to find out is to ask. 

When you invite participants to a webinar, ask if they need a "reasonable acccommodation."

If your audience doesn't regularly use Webex, give them a link to instructions in advance:

• Webex User Guide

If a participant requests a sign-language interpreter, you will need to hire one. Give yourself at least two weeks to find and schedule these resources. To find one, see:

• IDHHC Interpreter Directory
• Propio ONE (for State agencies)

If your webinar is longer than an hour, you may need two interpreters. Ask about this when arranging your interpreter.

When you have a sign-language interpreter, you need to make sure your participants can see them. Experienced participants may know how to do this for themselves. Otherwise, you should arrange the stage for your participants:

• Click the Layout button (usually in the upper right).
• Pick the layout you want (Stack, Side-by-Side, etc.).
• Point at the video window with the interpreter.
• Click the More Options (three dots) button.
• Click Move to Stage.
• Arrange other windows as desired.
• Click the Layout button.
• Switch "Sync my stage for everyone" on.
• Click the Sync button.

IMPORTANT: Practice this in a test webinar!

Automatic captions should be available in all webinars. If you need to, let participants know they can click the "CC" button in the lower left.

Remember, automatic captions may have trouble with names or technical terms. If you are posting a recorded webinar to the web, you should review and correct the caption ("VTT") file.

If you share your screen, remember that some participants may not be able to see it. Be sure to explain anything that's important.

If there are words on the screen, paraphrase them. If there is a picture or a chart, explain the main point of what it shows. 

Don't read word-for-word or describe every detail. It should sound natural.

If you send documents or your slides to the participants, make sure they are accessible. For instructions, see:

• Accessibility Guides

While Webex is accessible, some of the more advanced features may still be difficult for participants with disabilities. If you're not sure about your participants' skill level, keep it simple and stick to the basics: audio, video, screen sharing & chat.