Accessible Print Materials
General Overview
Even in an increasingly digital age, organizations still use many printed materials to promote their events, exhibitions, and programs, as well as to share information with patrons, visitors, employees, and constituents. Print materials can include program or exhibit guides, playbills, brochures, flyers, annual reports, signage, legal documents, and event invitations. It is important to ensure that your organization’s printed materials are designed to be accessible to the widest range of consumers, including those with disabilities. It is also important to ensure that printed materials are also available in multiple or alternative formats. By implementing accessible print practices, your organization can reach a wider audience by ensuring that everyone has equal access to information, as well as equal opportunities to participate and engage.
Implementation
As your organization works to make print materials more accessible, consider offering several alternative formats:
- Large print: Large print materials use bigger font sizes, usually around 18-20 points, to help individuals with low vision read more easily. Large print format provides a simple solution for people who may have trouble seeing standard-sized text. (Visit the Hub pages on Large Print to learn more.)
- Braille or tactile: Braille and tactile materials allow users to access information through touch, helping them navigate content independently. (Visit the Hub pages on Braille and Touch and Tactile Services to learn more.)
- Digital versions (compatible with screen readers): Digital versions of printed materials, when designed to be compatible with screen readers, read the text and describe the content aloud, making content accessible to people who have difficulty seeing or reading traditional print. They can also allow for zooming in and enlarging material according to each individuals’ preference and needs. (Visit the Hub page on Accessible Digital Materials to learn more.)
Also consider the following guidelines to make your content more accessible for different audiences:
- Use clear language and avoid jargon to ensure clarity: Using simple and direct language ensures that everyone, including those with cognitive disabilities or limited literacy skills, can easily understand the content. Avoiding unnecessary complex terminology or jargon helps make the material easier to understand and access.
- Choose a readable font size: Printed materials should use a minimum font size of at least 14 points to ensure readability. Larger font size may be necessary for headings and other important information.
- Use high contrast color combinations for readability: Using high contrast between text and background, with a ratio of at least 4.5 to 1, improves readability for blind and low vision individuals with visual impairments, including color blindness. Contrast ratios can be checked using a tool such as TPGI’s Colour Contrast Analyzer (CCA) for quick reference.
- Create a simplified layout: A clean and organized layout with clear headings, enough white space, and easy navigation helps make the content easier to follow. A simple design ensures that individuals don’t feel overwhelmed or confused while reading.
- Use visual aids, graphics, and access symbols to support comprehension: Including simple graphics, symbols, and visual aids can help individuals understand the material better. These visuals act as helpful guides to reinforce the message or material.
Finally, keep these additional considerations in mind as you create your print materials:
- Consider the diversity within disability communities: Disability communities are diverse, and people experience a range of needs and preferences. It’s important to design materials that address these differences to ensure everyone has access to the content.
- Engage individuals with disabilities in the design process to understand their specific needs and preferences: Involving individuals with disabilities in the design process helps ensure that the materials truly meet their needs. Getting direct feedback from the people who will use the materials is key to making them accessible and effective.
- Test materials with users who have disabilities to gather feedback and make necessary adjustments: Testing materials with users who have disabilities allows organizations to identify potential issues and make improvements. Collecting feedback and making adjustments ensures that the materials are as accessible as possible for all users.
Associated Legal Requirements or Obligations
Please note that, while this content was developed by people with expertise in the ADA and legal requirements related to access, it was created for informational purposes and should not be considered legal advice.
- Title II of the ADA
State and local governments are required to provide alternative formats (e.g., large print, braille, or audio) when necessary to ensure equal access under Effective Communication requirements. (28 CFR § 35.160)
- Title III of the ADA
Places of public accommodation are required to provide alternative formats to ensure effective communication with individuals with disabilities. (28 CFR § 36.303)
- Section 504 of the Rehabilitation Act
Applies to any organization that receives federal financial assistance. (29 U.S.C. § 794)
- Federally funded programs must provide effective communication, including braille and large print materials, as necessary for blind and low vision individuals.
- Ensures accessibility of printed materials in museums, libraries, and cultural institutions receiving federal funding.
- Section 508 of the Rehabilitation Act
Applies only to federal agencies.
- Requires federal agencies to make electronic documents accessible, including PDFs and digital print equivalents.
- Documents must support text-to-speech compatibility and screen reader accessibility.
In addition to the federal regulations and standards outlined above, organizations should review state and local laws, which are sometimes more stringent supersede than federal regulations. In addition, case law rulings can sometimes indicate how regulations are interpreted and enforced by different courts to more fully understand legal responsibilities.
From Case Law:
Marrakesh Treaty: Expands global access to copyrighted works in accessible formats (braille, large print, audio) for individuals who are blind or print-disabled, allowing their reproduction and distribution without copyright barriers. Marrakesh Treaty to Facilitate Access to Published Works for Persons Who Are Blind, Visually Impaired or Otherwise Print Disabled
See also:
- ADA (Americans with Disabilities Act)
- Auxiliary Aids and Services
- Effective Communication
- Reasonable Accommodation
- Rehabilitation Act of 1973
- Section 504 of the Rehabilitation Act
- Section 508 of the Rehabilitation Act
- Title II of the ADA or a Title II Entity
- Title III of the ADA or a Title III Entity
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