Creating a Multi-Day Accessible Virtual Event

Hosting a multi-day or weeklong virtual event? We know how many moving parts you're managing - content, logistics, engagement, etc. There's a critical piece you may be overlooking: accessibility. Designing your event with all attendees in mind, including those with hearing, sight, cognitive, speech, or motor challenges, is the right thing to do and provides everyone with an equal opportunity to participate and engage. We've helped our customers design inclusive, accessible events and are here to share our tips for making inclusivity the cornerstone of your event strategy. Let's get started!

Accessibility Laws and Regulations

Before we dive into the details of how to create accessible virtual events, it's important to understand the legal and regulatory foundations that guide your steps for inclusive event design. These aren't simply rules - they're the building blocks for you to work from to create an event experience that allows everyone to participate easily.

• The Americans With Disabilities Act (ADA) - Passed by the U.S. Congress in 1990, the ADA prohibits discrimination against individuals with disabilities in all aspects of public life, including virtual events. This means that organizers are obligated to provide accessible formats and features to ensure equitable participation.
• Section 508 of the Rehabilitation Act - This law mandates that federal agencies make their electronic and information technology accessible. While its requirements are specific to government agencies, it sets an important benchmark for digital accessibility that extends into the broader virtual events space. 
• The Web Content Accessibility Guidelines (WCAG)  - These internationally recognized standards provide a detailed framework for making web content user-friendly for people with a wide range of disabilities. Following WCAG ensures that your virtual event is perceivable, operable, understandable, and robust - covering everything from screen reader compatibility to keyboard navigation. 

Getting familiar with these standards is about more than compliance, it's about ensuring your event can reach its full potential by welcoming all attendees. 

General Guidelines for Accessible Virtual Events

Keeping the legal framework and best practices in mind, let's dig in with the practical steps for ensuring your multi-day event is accessible and inclusive for everyone. A great place to start? Choosing the right platform!

Choose an Accessible Platform - The foundation of any accessible virtual event is the platform you use! Look for built-in accessibility features like closed captioning, keyboard navigation, and screen reader compatibility. Platforms such as Microsoft Teams, Zoom, Google Meet, and GoToMeeting are widely recognized for offering robust accessibility tools. When evaluating platforms, think about the specific needs of your audience. For instance, if you know you are going to have attendees with hearing disabilities at your events, prioritize platforms that offer accurate and reliable captioning, and/or integration with sign language interpreters. Removing barriers ahead of time goes a long way toward a fully engaged and grateful audience, translating into event success.

Fine-Tuning Accessibility for Virtual Events

A truly inclusive virtual event requires savvy organizers to think beyond features and prioritize real-world usability. Here's how to ensure your event works for everyone:

• Test Accessibility Features - Don't take a platform's word for it - test them thoroughly! During your rehearsal, check screen reader compatibility, keyboard navigation, and captioning accuracy ahead of time to avoid disruption and provide a smooth experience for your attendees. If possible, include a person with a disability to help you with this task. 
• Communicate Accessibility Options - Transparency is key - build trust by letting attendees know what accessibility options you have available well in advance, and include your accessibility information on invitations, registration forms, and promotional materials. Empower them to request additional accommodations on your event's registration form if needed. 
• Provide Captions and Transcripts - Captions are a non-negotiable for accessibility. Automated captions are a convenient, low-cost option, and their accuracy has steadily improved over time. Real-time, human-assisted captioning, or CART , offer your attendees a higher level of accuracy, and many services offer edited transcripts post-event. Captions help both attendees with hearing disabilities, as well as those who process information better via text. They also help people engaging with your content in a noisy environment. 
• Offer Sign Language Interpretation - Provide a seamless experience for attendees who use American Sign Language (ASL) by providing a visible interpreter with a clear, distraction-free background. Some platforms, like Microsoft Teams, even offer specific viewing options to keep interpreters front and center.
• Ensure Clear Audio and Video - Encourage your presenters to use high-quality headsets for crisp audio and to minimize background noise. Confirm cameras are well-positioned and your presenters' faces are well-lit. Even small adjustments can make a big difference in accessibility and attendee experience. 
• Make Visuals Accessible - Presentations should be easy on the eyes, literally. Use high-contrast colors, large fonts, and avoid text styles that make readability a challenge. Include alternative text (Alt Text) for images to make sure your visual content is accessible to people who rely on screen readers.
• Provide Accessible Materials - Any supplementary content should come in accessible formats, such as a Word document or large print. Since PDFs aren't always screen reader-friendly, we recommend limiting their use for your event assets. 
• Promote Inclusivity - Particularly for business and professional events, use person-first language, and avoid jargon to communicate in a more welcoming manner. Small language changes can make a big difference in creating a warm and inclusive environment.
• Plan for Presenter Accessibility - Their access to these tools are important as well! Have a conversation with your speaker early on to assess their needs, ensure they are comfortable with the platform, and that they feel supported.
• Provide a Telephone-Based Option - Remember to plan for people with limited tech access! A phone-based teleconferencing option opens up an avenue for anyone to join, regardless of their setup.
• Designate an IT Accessibility Point Person - Assign an experienced go-to person who is familiar with the accessibility features on your platform to field questions and address issues. This person serves as an invaluable resource for troubleshooting before, during, and after the event.
• Use Accessible Virtual Backgrounds - Simple, static backgrounds with good contrast work best. Skip flashing or animated options, as these can cause sensory overload or distractions.
• Plan For Breaks - Breaks aren't just nice, they're necessary! This is especially true of longer events. They help prevent fatigue, and give your attendees a chance to recharge, process information, and come back refreshed. This serves all of your attendees well when you want to maximize the impact of your content.
• Offer Technical Support - Be ready for accessibility questions that arise with live chat options, a dedicated help desk, or on-call tech support to help your attendee and keep the event running smoothly.
• Remember Your Breakout Rooms/Sessions - Multi-track events require accessibility design across all virtual venues. Keep that in mind and assess what you may need readily available in your smaller sessions or breakout rooms to accommodate your attendee's needs throughout the entirety of your event. 
• Consider Post-Event Access - Record your event, and include captions and transcripts in the follow-ups. This gives your attendees the power to revisit your content on their own schedule, and ensures accessibility doesn't end when the live stream does.

These strategies will help you shape your event around accessible experiences, creating a meaningful event for every attendee. Let your inclusivity reflect your commitment to community and innovation!

Specific Accommodations for People With Cognitive Disabilities

A virtual event with accommodations in place for assisting people with cognitive disabilities goes a long way toward offering a supportive and engaging experience. Here are some thoughtful strategies to assist these attendees:

• Simplified Language - Present information in plain, straightforward language, avoiding jargon. Break complex ideas into digestible pieces, and organize content with clear headings, and subheadings to make it easier for attendees to navigate and absorb.
• Helpful Visuals - Incorporate diagrams, charts, and other visual assets to complement your message. Visuals can help clarify concepts and boost retention, particularly if your topic is complicated or intricate.
• Pre-Event Prep Materials - Make a detailed event agenda available, as well as supporting materials, well in advance of your event. Giving attendees the opportunity to review the content and prepare questions or notes can help reduce anxiety and make the sessions more productive.
• Well-Timed Breaks - Include frequent breaks in your event schedule, giving attendees a chance to process and recharge. Thoughtful pacing can prevent mental overload and keep participants engaged throughout your event's duration.
• Consistent Design - Use a uniform format for all materials and presentations, including fonts, colors, and layout. This attention to consistency minimizes cognitive load and delivers a smoother overall experience. 
• Speaker Identification - Encourage participants to state their name when contributing to discussions. This is an easy practice to implement and helps attendees with cognitive disabilities track and identify the speaker. A good practice is to train your moderators to prompt the speaker when being called upon to contribute.

Specific Accommodations for People With Sight Disabilities

By implementing thoughtful accommodations, your virtual event becomes a space where attendees with sight disabilities can control their own experience and feel included. Full participation for people with sight disabilities means paying attention to some key details and specific accommodations:

• Screen Reader Compatibility - Confirm that your platform and materials integrate seamlessly with popular screen readers like JAWS and NVDA. Screen readers are indispensable tools for people who are blind or who have low vision, transforming text into speech or braille so they can access digital content with ease.
• Detailed Alt Text for Images - Concise but descriptive alternative text for your images is an essential accommodation for people with sight challenges. The alt text allows readers to communicate the meaning and purpose of images, providing critical context. When writing alt text, focus on the essential information and avoid redundancy to make descriptions impactful and clear. 
• High Contrast Visuals - Design your visual content with strong color contrast between text and backgrounds. High-contrast visuals enhance readability for those with low vision. Tools like WebAIM Contrast Checker make it simple to test and refine your design for optimal clarity.
• Readable Font Choices - Opt for clean, sans-serif fonts like Arial or Calibri in a minimum size of 18px, guaranteeing legibility. Avoid decorative or italicized styles, which can be difficult for people with low vision to process.
• Keyboard-Friendly Navigation - Verify both the platform and the event materials are fully navigable using only a keyboard. For people who can't use a mouse or face dexterity challenges, keyboard access is critical to their experience.
• Magnification Tools - Communicate to your attendees what magnification options are available, whether they're platform-specific tools or third-party software. These tools give attendees control over their screens, allowing them to customize the size of on-screen elements to suit their needs.
• Dyslexia-Friendly Fonts - Offer alternatives like OpenDyslexic or Dyslexie fonts to enhance readability for attendees with dyslexia. These fonts are specifically designed to reduce visual stress and improve comprehension, increasing the ability of everyone being able to engage with the content.

Specific Accommodations for People With Hearing Disabilities

Creating a fully accessible virtual event requires thoughtful support for attendees with hearing disabilities, giving them the tools they need to fully participate, engage, and feel welcome. Here are key accommodations that can enhance their experience:

• Real-Time Captioning - Include CART (Communication Access Realtime Translation) services for every session you're offering. CART provides word-for-word transcription of spoken content in real time helping attendees follow and participate in the discussion. CART is a great example of the concept of "design for one, help many," as it has the added benefit of helping attendees in noisy environments, or those who speak languages other than the event's primary language. 
• Sign Language Interpretation - Arrange for ASL (American Sign Language) interpreters to be present and highly visible throughout the event. Share any handouts, presentation materials, or event / industry terminology with the interpreter beforehand to increase accuracy and smooth delivery.
• High Quality Audio - Have your presenters use high quality headsets with built-in microphones to enhance sound clarity while minimizing background noise. For participants who use hearing aids or assistive listening devices, clear audio is a critical component of their experience, as it helps isolate the speaker's voice from other sounds. 
• Post-Event Transcripts - Offer detailed transcripts of all sessions after the event. Having written records are a valuable resource for attendees who prefer text-based content, or who wish to revisit specific points discussed during the event.
• Visual Aids - Incorporate visual components, such as slides, on-screen text, and visual timers, too. These elements compliment spoken content, and aid in communicating key points, helping all attendees grasp the sessions main ideas, regardless of auditory input. 

Resources and Tools

Equip your event with the right resources and tools to make them inclusive and accessible! Here's our curated list to give you a place to start: