accessibility Archives | EventUp Planner

In the event industry today, accessibility extends beyond wheelchair ramps and sign language interpreters.

With 1.3 billion people globally requiring accessible websites, the digital component of events has become crucial for true inclusivity. Yet, a startling 90% of websites remain inaccessible to people with disabilities, creating significant barriers to participation.

As events increasingly blend in-person and digital experiences, ensuring technological accessibility isn’t just good practice— it’s essential for reaching your entire audience.

At EventUp Planner, we believe that every person should be able to access, understand, and navigate event websites. That’s why we’ve achieved both Americans with Disabilities Act (ADA) compliance and VPAT certification, making our event management software fully accessible to all users.

Let’s explore how accessible event planning software can create truly inclusive event experiences for all participants.

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

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.

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Your virtual event management platform is at the heart of creating amazing experiences. With the rapid development of new technology, event planners and organizations need to stay up to date with the latest advancements to ensure the best possible experience for your attendees. So naturally it’s important to continually evaluate whether your current platform can provide the functionality needed for hosting successful virtual events—both today and into the future.

In this blog, we’ll explore five key reasons why it may be time for you to consider switching to a new virtual event management platform.

1. Your current virtual event management platform is outdated

In the past several years, virtual events have undergone significant changes. Developers shifted their focus to virtual event platforms in response to the pandemic and, in its wake, the tools available for hosting virtual events are more advanced than ever.

If you invested in a platform prior to the pandemic and it hasn’t kept up with the changing needs of the industry—or if your platform received half-measure, bolt-on features throughout to try and compensate—you may be at a disadvantage. Many of the original webinar platforms have not evolved into true virtual event platforms and are still only suitable for hosting basic webinars. Even with a “basic” webinar these days, attendees expect more than they did pre-pandemic.

Evolved platforms provide streamlined, seamless virtual event experiences from end-to-end and have been developed with today’s industry in mind.

2. Attendees have come to expect first-class virtual or hybrid events, and won’t accept anything less

During the pandemic, organizations quickly discovered the benefits of transitioning to virtual events. In fact, 84% of organizations who ran virtual events during the pandemic stated they spent less than in-person events prior!

With more organizations making the switch and having extra room in their budget to innovate and push the boundaries of virtual events, expectations have increased for both attendee experiences and the virtual event platforms that provide them. The landscape is constantly changing.

With fierce competition in the virtual event management platform industry, some companies are working hard to create tools that stand out from the rest and address everyone’s pain points. However, other legacy platforms continue to rest on their laurels even though they may not offer all the features and functionality that people need, all because it can be difficult for organizations to adopt and integrate new technology.

The reality is that people on all sides—from your team to your attendees—now expect an elevated experience. This includes an easy-to-build and easy-to-navigate event website, professional marketing tools and automation, and a seamless ticketing experience.

3. Your platform might not be as secure as it needs to be

When it comes to hosting virtual events, the security of your platform should be a top consideration.

Many modern virtual events management platforms allow you to require registration prior to an event and have security measures to ensure only those users attend an event when the time comes. Registration enables the host to have an accurate attendee list and control who can (and cannot) attend. As an added benefit, it also allows for better planning and organization of the event. By being able to restrict the event to only authenticated users, you can prevent unauthorized access and allow only individuals with login credentials or pre-approved access to attend.

Security measures often extend into the event environment itself via passcodes and waiting rooms. By setting a passcode, the host can prevent uninvited individuals from joining the event. Waiting rooms are yet another useful security measure that allow a host to vet attendees before admitting them into the event. These are particularly useful for large events where it may be challenging to monitor all attendees effectively.

By selecting a platform with these security features, you’ll have peace of mind knowing that your virtual event is safe and protected from potential disruptions or unauthorized access.

4. Your platform might not follow accessibility best practices

If you’re considering shopping for a new virtual event management platform, it’s important to consider the accessibility needs of your attendees. Audio descriptions, captions, and transcripts are three aids often featured in modern platforms that can greatly improve the experience of attendees with hearing or visual impairments during your event.

Captioning is an important accessibility feature that provides verbatim written text of your event in real-time. Offering a similar functionality to subtitles in film and television is crucial for attendees who are deaf or hard of hearing. They can also be helpful for non-native speakers or in noisy environments!

For attendees who’d like to read your content after the event vs. watching live, transcripts are another great accessibility feature. They allow attendees to take part in your event at any time.

Accessibility features should not only be limited to people with hearing loss, however. Your next virtual event management platform needs to also accommodate attendees who are blind or have low vision. For these attendees, audio descriptions can provide narrations that describe crucial visual details in a video. This allows everyone to feel they are a part of your next inclusive event.

5. Your attendee engagement tools might be outdated

Engagement tools are a crucial piece of a modern virtual event. They enhance audience participation, interaction, and overall experience, making virtual events more engaging and effective. On the flipside, outdated tools can result in disinterested attendees who may complain about your event or not return for future ones.

Offering a fully branded experience from end-to-end, today’s virtual event management platforms are built to wow attendees at every turn. Older platforms may have a few basic tools to engage your audience. You’ll find it’s easier to build excitement and drive engagement when your event offers streamlined tools like 1:1 Chat, Polling, Q&A, and Lucky Draw features to keep your audience active.

Conclusion

A modern virtual event management platform is essential for delivering epic meeting and event experiences over and over again. If your current platform is outdated, lacks comprehensive security measures, fails to meet the latest accessibility requirements, is missing up-to-date tools for audience engagement, or doesn’t meet attendees’ first class expectations, your organization could be missing out on crucial features that elevates event experiences from “meh” to “wow”!

If you’re considering a new platform, look no further than EventUp Planner (formerly Attendease).

EventUp Planner helps you deliver modern, exciting virtual event experiences with all the security and accessibility features your organization needs.

You’ll be able to:

Host single or multi-session virtual events
Choose between live, pre-recorded, or on-demand sessions
Provide a seamless attendee experience using the fully integrated EventUp Planner Virtual Studio
Deliver branded online sessions with fully featured set up and in-session tools

Book a call today and discover how EventUp Planner helps optimize your event management!

Tag: accessibility

Digital Accessibility in Event Planning: Common Pitfalls & Best Practices