Digital Accessibility in Event Planning: Common Pitfalls & Best Practices

Understanding Digital Accessibility in Events

Digital accessibility in events encompasses every touchpoint where attendees interact with technology. This includes event websites, registration forms, scheduling tools, and virtual event platforms. 

While many organizations focus on physical accessibility, digital accessibility is equally important for creating truly inclusive events.

The gold standard for digital accessibility is the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA compliance. These guidelines ensure that content is:

• Perceivable – Information must be presentable to users in ways they can perceive
• Operable – Interface components must be operable
• Understandable – Information and operation must be understandable
• Robust – Content must be robust enough to be interpreted by various assistive technologies

Industry certifications like Voluntary Product Accessibility Template (VPAT) provide formal verification of compliance.

FREE CHECKLIST: A Guide to Creating Inclusive & Accessible Events

 

Essential Features for Planning Accessible Meetings and Events

Planning an accessible meeting or event? Let’s explore 3 must-have accessibility features in your event technology:

Event website accessibility

Your event website is often the first point of contact for attendees, making it crucial that everyone can access and understand the information presented. A truly accessible website removes barriers for users with various disabilities while creating a better experience for all visitors.

Modern, accessible event websites must include:

• Screen reader compatibility for users with visual impairments
• Keyboard navigation for those unable to use a mouse
• Proper heading structure and semantic HTML

Additionally, visual accessibility features are essential for users with different needs:

• Alternative text for images to convey visual information
• Sufficient color contrast for readability (meeting WCAG 2.1 standards)
• Resizable text without loss of functionality or layout disruption

READ MORE: How to Create an Event Website + Best Event Website Examples

 

Event registration form accessibility

Registration forms represent a critical point where accessibility issues can lead to abandoned registrations and frustrated users. Ensuring your forms are accessible means creating a simple, intuitive experience for everyone.

Essential event registration form features include:

• Clear, logical layout and instructions
• Error messages that are easy to understand and locate
• Support for keyboard navigation
• Compatibility with form auto-fill features

To enhance user confidence and completion rates, your forms should also offer:

• Clear indication of required fields
• Multiple contact method options
• Progress indicators for multi-step forms
• Automatic saving of partially completed information

CHECK OUT: 4 Easy Ways to Boost Event Registration by 20%

 

Event calendar and scheduling tool accessibility

Event schedules can get complicated, but that doesn’t mean they should be hard to use! Your scheduling tools need to work for everyone, no matter how people access them.

Key event scheduling tools should include:

• Support for multiple time zones with clear display options
• Integration capabilities with personal calendar tools
• Clear visual and text-based interface (that works with screen readers)
• Easy-to-use session selection and registration

To take the scheduling experience one step further, your event scheduling platform should also provide:

• Waitlist management for full sessions
• Automated notifications for schedule changes
• Alternative format downloads (PDF, plain text, etc.)
• Conflict detection and resolution tools

Digital Accessibility Examples and Best Practices

Let’s explore some event accessibility examples and implementation best practices at all stages of the attendee journey.

Pre-event planning

Getting accessibility right from the start saves time and creates a better experience for everyone. Many accessibility issues can be prevented by making smart choices early in the planning process, particularly when it comes to your technology choices.

Here are some important steps to take care of before your event:

• Choosing VPAT-certified event planning software (like EventUp Planner 👋)
• Testing all digital touchpoints with accessibility tools, e.g. screen readers
• Creating clear, easy to find accessibility statements for your event
• Providing multiple registration options with proper support

For example, you can use EventUp Planner’s pre-built accessible templates to create registration forms that work seamlessly with screen readers while also offering support over phone and email.

During the event

Live events require real-time accessibility support because technical issues or accessibility barriers need immediate attention. Having a plan for immediate assistance helps ensure all attendees can participate fully throughout the event.

Key considerations during your event:

• Dedicated technical support team for accessibility issues
• Multiple formats for presentation materials
• Clear signage and wayfinding in large print (both digital and physical)

Note: When running virtual events or hybrid events, accessibility needs are even more technology-dependent and require careful monitoring and support. Ensure every attendee can access, participate in, and engage with your event by providing multiple ways to join sessions, interact with content, and get support. At minimum, this means offering live captioning, clear navigation, accessible materials, and trained technical support staff who can quickly address accessibility needs.

After the event

The end of your event is just the beginning of creating better experiences for future events! Gathering and reviewing accessibility feedback helps you continually improve and shows attendees you value their input.

Here’s how you can improve future events from an accessibility standpoint:

• Collect accessibility-specific feedback through post-event surveys
• Make recorded content available with proper accessibility features (such as closed captioning on all video content)
• Internally, document lessons learned and areas for improvement
• Share accessibility ‘wins’ with key stakeholders and outline specific plans for future improvements

Remember: If your organization is truly committed to fostering inclusive events, it should treat accessibility as an ongoing process rather than a one-time effort. This means regularly auditing digital platforms to identify areas for improvement, updating accessibility statements as new features are implemented, and ensuring team members are trained in current best practices. 

Plus, staying informed about evolving accessibility standards and regulations helps your company maintain compliance while continuously enhancing the user experience for all attendees. 👍

Common Accessibility Pitfalls to Avoid in Events

Even the most well-intentioned event planners can stumble when it comes to digital accessibility. Being aware of these common mistakes can help you create more inclusive events from the start:

Poorly designed registration forms 📝

Plenty of organizations lose potential attendees at the registration stage by using forms that frustrate users with accessibility needs. 

Common issues include required mouse interaction, timing out without saving progress, and form validation errors that aren’t clearly explained to screen reader users.

Inaccessible calendar invites 🗓️

Event organizers often overlook the accessibility of calendar invites and scheduling tools. 

Sending calendar invites in formats that don’t work with screen readers, failing to include time zones clearly, or not providing alternative ways to add events to personal calendars can exclude many participants.

Not testing virtual platforms beforehand 🖥️

Many organizations choose virtual event platforms based on features alone, without ever testing their accessibility features. This can lead to discovering major accessibility barriers during the event itself, when it’s too late to make changes.

Ignoring mobile accessibility 📱

With more people accessing events via mobile devices, failing to test the accessibility of your event website and materials on mobile platforms can exclude a significant portion of your audience. This includes not checking how forms and interactive elements work on mobile screen readers.

Forgetting about cognitive accessibility 🧠

In the rush to address physical and sensory requirements, organizations sometimes overlook cognitive accessibility. 

This includes using complex navigation on their event website, failing to include clear instructions at various stages of the attendee journey, or not providing enough time for users to process information and complete tasks without systems timing out.

Not planning for technical support 🧑‍💻

Many events lack dedicated accessibility support, leaving users with assistive technology to figure things out on their own. Without clear instructions for accessing help or support staff trained in accessibility features, attendees can feel stranded when technical issues arise.

Making event documents inaccessible 📄

Running a webinar? Sharing presentations and materials in inaccessible formats is a frequent oversight. This includes posting PDFs that aren’t properly tagged for screen readers, using images without alt text, or sharing spreadsheets that don’t make sense when read linearly by assistive technology.

To avoid these pitfalls, keep the following things in mind:

✅ Test your entire event journey with various assistive technologies

✅ Create clear documentation for accessing support

✅ Build extra time into your planning process for accessibility testing

✅ Train your team on accessibility best practices

✅ Have backup plans in place for if/when accessibility features fail

✅ Get feedback from users with different accessibility needs

Remember, accessibility isn’t just a checklist to complete. Instead, it’s an ongoing commitment to creating inclusive experiences for all attendees. 

The Business Case for Digital Accessibility

Making your events accessible isn’t just the right thing to do—it’s a smart business decision. 

With 1.3 billion people globally requiring accessible websites, organizations that prioritize accessibility tap into a significant market opportunity. 

Plus, many sectors now mandate accessibility compliance: government agencies require VPAT certification, educational institutions must meet accessibility standards, and healthcare organizations need compliant solutions for patient engagement.

Beyond compliance, accessible events drive better business outcomes. Organizations typically see improved brand reputation, increased participant engagement, and broader market reach. 

Make Your Events More Accessible with EventUp Planner

Creating truly accessible events shouldn’t be complicated. 

EventUp Planner makes compliance straightforward with built-in accessibility features that meet WCAG 2.1 Level AA standards. From our ready-to-use event websites to our intuitive registration forms, every feature is designed with accessibility in mind.

Our commitment to accessibility means you get:

• WCAG 2.1 Level AA compliant templates and forms
• Screen reader compatibility across all features
• Adjustable color contrast and text size options
• Full keyboard navigation support
• Accessible calendar tools and event scheduling

Ready to make your events more accessible? Let’s have a conversation about how EventUp Planner can help your organization create inclusive experiences for all attendees.