The European Accessibility Act (EAA) officially came into effect in June 2025, setting a new legal standard for how digital products and services must accommodate people with disabilities across the European Union. But whether your event takes place in Europe or not, the principles behind the EAA should matter to all of us.
Because accessibility is not just a regulation. It’s a responsibility.
Too often, accessibility is treated like a checklist item-a feature to bolt on after the “real” event is planned. But accessible design is human-centered design. It benefits everyone. And in a world where in-person, virtual, and hybrid experiences are more integrated than ever, designing for inclusion at every touchpoint isn’t just best practice-it’s essential.
What Is Accessibility in the Event Industry?
Accessibility means ensuring that every person can engage fully with your event, regardless of ability. This includes people who are blind or have low vision, are Deaf or hard of hearing, have mobility or cognitive impairments, or are neurodivergent.
And accessibility isn’t just about the venue-it touches every phase of your event lifecycle: from registration to follow-up.
Key Areas to Rethink (and Redesign)
Here are just a few ways accessibility shows up at events. This list isn’t exhaustive, but it’s a great starting point:
Before the Event
- Ensure your event website and registration forms meet WCAG 2.1 or 2.2 guidelines
- Structure emails and downloadable materials so they are readable by screen readers
- Avoid PDFs that are image-only; provide accessible formats with headings and tags
- Include a clear, respectful way to ask about accessibility needs during registration
- Use plain language in your copy to support attendees with cognitive or learning disabilities
- Provide alternative text for all images on digital platforms
- Offer information about transportation and venue accessibility features well in advance
At the Event
- Use high-contrast, large-print signage throughout the venue
- Provide real-time captioning (CART) or sign language interpreters during main sessions
- Offer assistive listening systems and seating areas with clear sightlines
- Create quiet rooms for attendees who need sensory regulation
- Ensure staff are trained in disability etiquette and how to assist attendees respectfully
- Place accessible seating in various areas, not just the back or sides
- Keep walkways clear and wide, including at exhibitor booths and lounges
- Ensure stages and speaking areas are wheelchair accessible
- Make dietary accommodations clear and labeled, with options for allergies and restrictions
- Remove table draping at check-in, exhibitor, demo, and session areas to ensure wheelchair users can roll under and access surfaces comfortably
Speaker & Content Design
- Encourage speakers to use large fonts, clear visuals, and verbal descriptions of slides
- Avoid relying on color alone to convey information-label graphs and charts
- Provide speaker materials in accessible file formats like tagged PDFs or PowerPoint files
- Ensure pre-recorded content includes captions and audio descriptions when needed
- Recommend slide templates that adhere to contrast and readability guidelines
- Ask presenters to announce any interactive elements, like polls or breakout discussions, and give clear instructions
- Build in buffer time between sessions to avoid overload and allow transitions
Post-Event
- Make session recordings available with captions and transcripts
- Ensure feedback forms are accessible and easy to complete
- Share recaps and resources in formats compatible with screen readers and assistive tech
- Continue the conversation in community platforms that are inclusive by design
- Offer multiple formats for post-event content (e.g., video, audio, text summaries)
- Include a field in feedback forms for accessibility experience and suggestions
Why This Matters
Designing for accessibility is not just about compliance. It’s about creating events that people remember for the right reasons. When someone feels included, they are more likely to engage, return, and share their experience with others.
It also benefits everyone:
- Captions help people watching in noisy environments
- Clear signage improves flow for all attendees
- Quiet rooms can reduce stress for introverts or those with anxiety
- Accessible websites are more usable and mobile-friendly
In other words, accessible design is better design.
Where to Start
You don’t have to overhaul everything at once. Here are three simple ways to begin:
- Audit your digital presence: Is your event website accessible? Can someone navigate registration with a screen reader?
- Ask the right questions: Include a field for access needs in your registration form and actually plan to fulfill them.
- Train your team: Make sure your staff and volunteers are prepared to support attendees with varying needs.
Final Thoughts
Accessibility should never be an afterthought. It should be woven into the fabric of every event you produce-because events are for people. All people.
Let’s build events that include everyone, not just the majority. Because when you design for difference, you create better experiences for all.