Engaging with people who are blind or low vision

Tips to support an effective engagement process with people who are blind or low vision.

Language

The terms “low vision” and “vision impaired” are generally accepted by most people.
The term “blind” may not be acceptable to everyone, especially those who identify as vision-impaired or have low vision.
The term “legally blind” has different meanings in New Zealand (for example, under the Social Security Act 1964 and Blind Low Vision NZ’s criteria). Some people may use this term for themselves, but avoid using it as a generic label.

Let people know what is happening. For example, tell them where their chair is, where you’ve placed their tea or coffee, and what food is available.
Keep pathways clear. Make sure people can move around the room easily and safely, with enough space for guide dogs to navigate comfortably.
Provide a toilet area for guide dogs. If possible, have a suitable space available such as a lawn area.
Say your name when speaking. Introduce yourself so people know who is talking.
Describe visual information. Explain anything they might miss, such as gestures, slides, or objects being shown.
Offer human guiding if needed. Ask if the person would like assistance, then let them take your arm and walk at their pace. Describe the surroundings as you move, and never push or pull them.
Ask about support needs. Don’t assume what someone needs. Politely ask if they would like any assistance or specific accommodations, and follow their lead.

These steps help people access information in a way that works for them.

Ask participants what format they prefer for written material. This may include audio, Braille, or large print.
Share materials in advance where possible, such as documents, slides, or handouts. This gives people time to review them using screen readers, magnification, or other tools.
Consider sharing te reo Māori content with English translations ahead of the meeting. This may include pōwhiri or whakatau, karanga, kaikōrero, whaikōrero, and waiata.
Use Microsoft Word where you can. Word documents are generally more accessible than PowerPoint or PDFs because they work better with screen readers, support headings, and can be converted into other formats.
Check your documents with tools like the Microsoft Accessibility Checker before sharing.

Use these practices for documents shared by email or online.

Use plain, sans‑serif fonts such as Arial, Tahoma, Verdana, Roboto, or Calibri.
Use built‑in heading styles (Heading 1, Heading 2, etc.) to create a clear structure and support screen reader navigation.
Avoid embedding text inside images. If text appears in an image, repeat it in the surrounding text.

Add alt text to all meaningful images, diagrams, and graphs. Focus on explaining the key message, not every visual detail.
Provide the underlying data for graphs and charts in a table so screen reader users can access the information.
Use strong colour contrast and do not rely on colour alone to convey meaning.

Use descriptive link text that tells people where the link goes, avoiding vague text like ‘click here’.
PDFs created from scanned content aren't accessible.
If you need to publish a PDF, also provide a Word or HTML (web page) version on the website.

Printed resources also need to be easy to read and understand.

Use large print (at least 18‑point font) for people with low vision.
Choose colours with good contrast, such as black text on white or pale paper. Avoid low‑contrast colour combinations.
Keep layouts simple. Too many colours, columns, or text boxes can make documents harder to read.

At the beginning of the meeting, have everyone introduce themselves. If introducing everyone isn’t possible, make sure key people and presenters are introduced. This helps people who are blind or have low vision know who is in the room.
Encourage people to say their name each time they speak.
Give a clear time limit for introductions, such as “You have 1 minute to introduce yourself,” instead of a general request.
Read out all the content on your slides. Describe any images, diagrams, graphs, or tables. Don’t announce that you’re doing this for people who are blind or have low vision — just make it part of your presentation.
Tell the audience when you change slides so people who can’t see the screen or are using assistive technology can follow along.
Avoid having presenters stand in front of windows or bright light. Backlighting makes it hard for people to see gestures and facial expressions,
People who are deafblind use different communication methods based on how much they can see and hear. These methods can include tactile signing, print on palm, and using assistive technology.