A Guide to Creating Inclusive & Accessible Events (Checklist)

Event experiences should be for all: from the event website and landing page to the registration process, all the way to the event itself, and post-event communication and surveys. But the reality is that most events and meetings are not, unfortunately, delivering an accessible event experience at all touchpoints for their attendees. 

Here are some considerations you should be providing to create accessible event experiences for your audience.

Understanding Assistive Technology for Event Accessibility

People with disabilities access and navigate the Web differently, depending on their individual needs and preferences. Many times, assistive technology is used to ensure users can access, understand, and navigate websites. 

In a broad sense, assistive technology (AT) is any device, piece of equipment, or system that helps a person with a disability increase, maintain, or improve their functional capabilities. 

Examples of assistive technology include:

• Alternative Keyboard
• Alternative Mouse
• Head Wand
• Mouth Stick
• Refreshable Braille Display
• Screen Magnifier
• Screen Reader
• Voice Recognition software

With that in mind, it’s important to consider that your event website and registration journey is accessible to these tools so that users with minor or major impairments can still navigate and understand your website and, ultimately, register and attend your event. 

Event Website Accessibility Features to Consider

Simplified Navigation & Content Structure 

A clear and straightforward layout for easy navigation and exploration of the entire event website can make for a truly accessible event experience for your attendees.

Simplified summaries for passages of text can also make it easier to understand the content of your website. The document outline feature can provide a representation of the content that only shows the headings and relevant structures (such as headings, nesting, and hierarchy) to help provide orientation and an overview of the contents. This can also help to avoid overloading the user with information.

Reduced Interface 

Provide an option that only shows the most relevant information or more frequently used functions; for example, by hiding other parts of the content that can distract users or make it harder to navigate the website.

Color Contrast

Make sure you use strong color contrast between text and images of your digital assets so that attendees with visual impairments or cognitive disabilities can read the text and navigate through the online event with utmost ease.

Text Size Adjustment

Ensure that you use font types, sizes, colors, and spacing ideal to make text easier to read. Provide guests with the option to change the size of the font to zoom in and out to support their vision and read through the event without any difficulty.

Page Narration / Text-to-speech 

Speech output can automatically convert text into a synthesized voice reading the text aloud. By providing on-screen text narration, guests with visual impairments can access all the content on your event website.

Accessibility Features for Video and Virtual Events

Audio Descriptions 

Also referred to as “video descriptions” and “described video,” these narrations describe important visual details in a video. 

Captions 

Text with a verbatim recording of any speech and with descriptions of relevant auditory information that appears simultaneously with the audio (including audio that accompanies video in multimedia). For real-time captioning, typically, professional CART writers are necessary.

Transcripts 

Text manuscripts containing the correct sequence of verbatim recordings of any speech and descriptions of important auditory or visual information.

Accessibility Compliance for Event Website Content

Web Content Accessibility Guidelines (WCAG) 2.1 is a set of recommendations by the W3 working group that follows best practices for ADA (American Disability Act) website accessibility compliance. 

The WCAG 2.1 AA covers a wide range of recommendations for making Web content more accessible. Following these guidelines will make content more accessible to a wider range of people with disabilities, including accommodations for blindness and low vision, deafness and hearing loss, limited movement, speech disabilities, photosensitivity, and combinations of these, and some accommodations for learning disabilities and cognitive limitations; but will not address every user need for people with these disabilities. 

These guidelines address the accessibility of web content on desktops, laptops, tablets, and mobile devices. Following these guidelines will also make Web content more usable to users in general.

Event Management Software with Accessibility Compliance

We are pleased to announce that, in an effort to support Diversity, Equity, and Inclusion programs (DEI), the Attendease platform, as of May 27, 2022, is compliant with W3 WCAG 2.1 AA.

The Attendease platform allows customers to use the features and functionality to manage and execute their portfolio of events and attendee-facing websites. While the Attendease dashboard is NOT accessible compliant, the W3 WCAG 2.1 AA is true for the attendee-facing event websites using Attendease’s pre-built website templates. This means event planners can use our event platform and pre-built templates to deliver accessible event experiences to users. 

Event Accessibility Checklist

Here’s a checklist to help you ensure accessibility and inclusion for all event attendees.

Venue Accessibility:

• Is the venue wheelchair accessible?
• Are there ramps and elevators available?
• Are there accessible parking spaces?
• Are there clear signage and pathways for people with visual impairments?

Communication:

• Is event information available in multiple formats (text, audio, video)?
• Are announcements made audibly and visibly?
• Is there a designated area for sign language interpreters?

Registration & Check-In:

• Is online registration accessible to people with disabilities?
• Are there alternative registration methods for those who cannot use the online system?
• Is the check-in process easy for everyone, including those with mobility challenges?

Seating Arrangements:

• Are there designated spaces for wheelchair users?
• Is there flexibility in seating arrangements to accommodate different needs?
• Are there quiet areas for attendees who may need a break?

Audio & Visuals:

• Are there subtitles or sign language interpreters for presentations?
• Is the sound system clear and adjustable?
• Are visuals in high contrast for those with visual impairments?

Restrooms:

• Are there accessible restrooms with proper signage?
• Are changing facilities available for those with different abilities?

Networking & Social Spaces:

• Are social spaces accessible to everyone?
• Is there seating available for those who need it?
• Are networking activities inclusive and accessible?

Event Materials:

• Are event materials available in accessible formats?
• Is there a way for attendees to request materials in advance?
• Are presentation slides provided in advance for those who use screen readers?

Food & Beverages:

• Are dietary restrictions considered in menu planning?
• Is information about ingredients and allergens provided?
• Are there alternatives for those with specific dietary needs?

Emergency Planning:

• Is the emergency evacuation plan accessible to everyone?
• Are staff trained to assist attendees with disabilities during emergencies?
• Are there designated meeting points for people with mobility challenges?

Deliver Inclusive & Accessible Events with Attendease

Contact us to learn how Attendease can help you start, improve, and perfect your journey to deliver an accessible event experience for all of your attendees.