AODA and Video Media in 2021 – What is Legally Required?
December 15, 2020

What does it mean to be AODA-compliant for video?

This is a question we hear frequently, largely because there isn’t that much widespread information out there specifically for video in the Accessibility for Ontarians with Disabilities Act, or AODA. If this is your first time hearing about AODA, check out our previous post about it here.

Many business owners are at least aware that if their web content isn’t on par with accessibility standards in Ontario, they run into the risk of trouble, leading to possible fines. For corporations, these fines can be as high as $100,000 per day, after multiple offenses.

We’re here to make it simple and clear what you need to be AODA-compliant with your videos – and what additions are purely nice to have but not legally mandatory.

Officially, this is what is required by legislation in Ontario:

(4) Designated public sector organizations and large organizations for their internet websites shall meet the requirements of this section in accordance with the following schedule:

  1. By January 1, 2014, new internet websites and web content on those sites must conform with WCAG 2.0 Level A.
  2. By January 1, 2021, all internet websites and web content must conform with WCAG 2.0 Level AA, other than,1.2.4 Captions (Live), and 1.2.5 Audio Descriptions (Pre-recorded).  O. Reg. 191/11, s. 14 (4).

Take extra note of the phrasing: “designated public sector organization and large organizations.” You might think this means AODA does not apply to you if are not considered a “large organization.” It’s a bit greyer than that.

The AODA applies to all levels of government, nonprofits, and private sector businesses across Ontario with one or more staff. Regardless of your business size, you are impacted by AODA’s requirements. Naturally, the chance of being fined and the cost of the fines are much lower for smaller organizations with fewer than 50 employees. There likely isn’t enforcement or active monitoring by a dedicated AODA ‘police,’ but rather AODA’s contact with you is based on how many complaints they receive from users unable to access your content, and if you refused to provide suitable alternative options to accommodate their needs.

To avoid any potential issue, it’s recommended that all private sector organizations, at a bare minimum, aim to achieve at least WCAG 2.0 Level AA for their site, and WCAG 2.0 Level A for their ‘time-based’ (i.e. video or audio) content. Here’s how to do that.

As a private business, to reach an acceptable WCAG 2.0 Level AA for 2021, you must have for your video/audio content:

Alternatives for Video-Only or Audio-Only Content

If you are delivering information through a video that has no sound, you must offer at least one reasonable alternative, such as a text transcription of the video that details the actions within the video, or an audio track describing the actions of the video.

Similarly, an audio track with no visual representation, unless it is a music track, at least requires a text transcription as an alternative medium.

Captions for Prerecorded Content

If your video was not live, it requires captions synchronized with the media. Both open (always visible) and closed captions are acceptable.

Audio Description or Media Alternative

Audio descriptions are narrations of the actions occurring on-screen and typically occur during breaks in the natural narration or dialogue within the video content. As of 2021, text transcriptions are an acceptable alternative to audio descriptions, but they must include all descriptions of crucial actions that occur on screen. For example, the transcription for a video tutorial should include descriptions of the demonstration for someone unable to see the video itself.

For dramatic scenarios, the script or screenplay is typically written before filming but often sees some changes during the actual filming. Linking to this screenplay is acceptable as a text-based alternative for prerecorded video content, but must be updated to accurately represent what the final video product portrays.

Currently for 2021, unless you are part of the Government of Ontario and the Legislative Assembly, your video content does NOT legally have to include:

Synchronized captions for live video content

When a video is played live on your website via a broadcasting platform, it does not legally require captions. However, if you later save that recording and it remains on your website, then it will be considered ‘prerecorded content’ and therefore require captions.

Audio Descriptions

As audio descriptions are still less common in use compared to video captions, most businesses will not be charged for excluding them specifically as long as they offer a suitable alternative. However, it is good practice to keep note that this may change in the near future, and incorporating or planning for audio descriptions in your content may benefit you in the long run.

Even if you do not meet these two requirements you will still be able to reach the required Level AA standing for web content. However, to “future-proof” your standing it is highly recommended to try to incorporate these additional mediums anyway. These are the only exceptions to reaching WCAG 2.0 Level AA in 2021, so ensure that your website meets Level AA for all other matters.

Should I bother with accessibility?

Once more, the level of enforcement for these requirements is still unknown and likely will not come into effect for smaller organizations. Regardless, it is a regulation in place that no organization is technically exempt from. However, accessibility should be a goal that companies strive for because of its benefits in the market, rather than its ramifications.

Accessibility is a growing trend with increasing demand and may lend a potential SEO boost in the future. More immediately, adding more text-based alternatives helps search engines like Google more easily ‘crawl’ your page. Additionally, accessibility ‘scores’ may be a foreseeable trend in the future, which could affect overall SEO ranking as we head towards a more inclusive world.

Interested in creating accessible, AODA-compliant videos, or turning existing videos into AODA-compliant content? Contact us here and we can get your web video content set for AODA standards! Ready to take a hand at making your own video content? Check out our extensive online course to become your own DIY video making expert.

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Self-recorded video is becoming one of the most effective ways for Toronto-based companies to communicate internally, train teams, and build a strong, authentic brand presence—without relying on full-scale production for every piece of content. But most teams hit the same challenges: What should we say? How do we make it look professional? How do we keep it consistent across teams? This guide breaks down a simple, repeatable self-recorded video process designed specifically for businesses in Toronto looking to scale their communication. In fast-moving industries like finance, healthcare, and tech across Toronto, video has become essential for: Internal communication across hybrid teams Employee training and onboarding Leadership messaging Company-wide updates Self-recorded video allows organizations to: Move faster without production bottlenecks Create more authentic, human content Reduce ongoing production costs Build a scalable internal content system The key is having the right structure and support in place. Step 1: Start With Clarity, Not Guesswork Before hitting record, successful teams align on strategy first. What Toronto Businesses Should Focus On: Define your objective Are you creating training content? Internal updates? Executive communication? Choose the right format Talking head, screen recording, or guided presentation? Work within your team’s capabilities Whether you're a downtown corporate office or a growing startup, your process should fit your resources. Structure your messaging clearly Simple, direct communication performs better than overproduced scripts. Get expert guidance when needed Strategic support early on prevents wasted time later. Clarity upfront saves time, budget, and internal friction. Step 2: Capture Content Your Team Feels Confident Creating Once the plan is clear, recording becomes easy and repeatable. Most Toronto teams are already equipped to film using: Smartphones Laptops or webcams Basic lighting setups What Makes the Biggest Impact: On-camera confidence Professionals aren’t always natural on video but some training can dramatically improve delivery. Simple technical setup Clean audio, proper framing, and lighting matter more than expensive gear. Test recordings A quick trial run avoids common mistakes. Flexible workflows Recording should fit into your team’s schedule, especially in busy corporate environments. The system ensures consistency and quality. Step 3: Turn Raw Footage Into Branded, Ready-to-Use Content This is where your videos become valuable business assets. Post-Production That Elevates Your Content: Edit for clarity and engagement Remove filler, tighten messaging, improve pacing. Repurpose content Turn one recording into multiple internal or external assets. Add branding Graphics, captions, and visual consistency reinforce your company identity. Deliver ready-to-use videos Content that can be immediately shared across teams or platforms. For Toronto organizations, this step is key to maintaining a professional standard at scale. Make Your Video Content Work Across Your Organization Creating content is only part of the equation—distribution drives impact. Teams often integrate self-recorded videos into: Internal communication platforms Learning and development systems HR onboarding processes Marketing and employer branding With the right system, your content doesn’t just get created—it gets used consistently across the business. Build a Scalable Video System (Not Just One-Off Content) The most effective companies in Toronto don’t treat video as a one-time project. They build a repeatable workflow that allows them to: Produce content consistently Maintain quality without slowing down Scale communication across departments Self-recorded video becomes a long-term business tool. Looking for Self-Recorded Video Support in Toronto? If your team is exploring how to implement self-recorded video effectively, having the right structure can make all the difference. From planning and on-camera training to editing and delivery, a clear process ensures your videos are not just created, but actually drive results. Contact us for more info https://www.arcandcrown.com/contact
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"Volunteer advocates are at the heart of Diabetes Canada’s efforts to bring about positive change. They represent the voice of the 11.7 million Canadians living with diabetes or pre-diabetes and speak for those who cannot speak up for themselves. Advocates help raise awareness of diabetes and the daily burden of living with the disease. They participate in Diabetes Canada advocacy campaigns and events across the country, and they help influence public policy by building relationships with elected officials in their ridings and promoting Diabetes Canada’s policy recommendations through their personal and professional networks. To support and grow this vital community, Diabetes Canada launched a new advocacy training series designed to make it easier than ever for people to get involved: Speak up & speak out Getting involved is easy Introducing Diabetes Advocacy 👉 Watch the videos and learn more here: DIABETES CANADA Bringing Advocacy to Life With Video Arc + Crown Media partnered with Diabetes Canada to help bring this important advocacy training to life through strategically designed animated videos, we helped make the training: 🎥 Clear and accessible Animation helped break down complex concepts into simple, visually engaging sequences, so viewers instantly grasp key ideas — like what advocacy is, how it works, and how they can participate. 📈 Action-oriented and motivating The pacing and progression were intentionally structured so someone watching could move from curiosity to confidence — ready to take action. Our approach ensured the advocacy training wasn’t just informative — it felt welcoming, inclusive, and empowering to volunteers from all walks of life. Why Animated Training Content Works Training and onboarding content — especially for volunteer programs and advocacy initiatives — needs to be engaging, easy to understand, and repeatable. Animation is uniquely suited to this because it lets you: Illustrate abstract ideas visually (e.g., advocacy processes, decision pathways) Keep attention with motion and visual cues Streamline complex information into digestible chapters Adapt content for web, social channels, and virtual learning platforms By combining animation with thoughtful narrative structure and live footage, Arc & Crown Media helped create a training resource that volunteers can come back to again and again — whenever they need a refresher or want to share training with others. How Arc + Crown Media Can Help Your Organization At Arc + Crown Media, we specialize in strategic video production that helps organizations educate, train, and inspire their audiences. Whether you’re working with: Volunteers Clients or customers Employees and stakeholders Advocates or community members …we can help you build animated and live-action video series that turn complex ideas into clear, compelling content. We specialize in corporate and nonprofit video production that supports long-term communication strategies, not just one-off campaigns. Organizations work with us to create: Animated explainer videos Training and onboarding video libraries Internal communications from leadership teams Culture and employer branding videos Educational and advocacy content This is especially valuable for companies and nonprofits that need to communicate consistently across departments, locations, or audiences. For many of our clients, video becomes a recurring communication asset — helping them save time, improve message clarity, and increase engagement. Here’s what we bring to every project: ✨ Message strategy & script development 🎬 High-quality animated and live action production 📊 Content designed for multi-platform use 🤝 Collaborative creative process tailored to your mission Video isn’t just storytelling — it’s a strategic communication tool that scales your training, expands engagement, and aligns audiences around your mission. Ready to Make Video Work for You? If your organization needs: Training and onboarding content Advocacy or awareness campaigns Educational or mission-driven storytelling Animated explanation videos …video can be one of the most effective ways to communicate. Looking for Animated or Training Video Production in Canada? If your organization is planning: Volunteer or employee training programs Advocacy or awareness initiatives Internal communications strategies Educational content for clients or stakeholders Professional video production can dramatically improve how your message is understood and remembered. Arc + Crown Media is a Canadian video production company specializing in animated and live-action video content for training, internal communications, and advocacy. We help organizations communicate complex ideas clearly and connect with their audiences authentically. 👉 Contact Arc & Crown Media to learn how video can support your communication goals. Arc + Crown Media creates video content that helps organizations communicate clearly, connect authentically, and scale their impact. Let’s talk about your next video project and how we can help you achieve your goals.
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