Prioritize Accessible Event Communications

Learning Objectives

After completing this unit, you’ll be able to:

Communicate essential information to all event guests.
Implement effective on-site strategies to showcase accessibility features.
Foster inclusive networking opportunities and interactions among all attendees.
Develop a proactive approach to troubleshoot issues.

Accessible Event Promotion

A smartphone on a table, with event promotion graphics.

How will attendees know about all of the accommodations at your event if they can’t access your website or submit forms? Accessible event promotion helps create an inclusive environment. Here’s how to ensure accessibility in your event marketing.

All content: Simplify complex information. Break down important details into manageable parts and use bullet points for clarity.
Language and imagery: Reflect diversity and inclusivity. Avoid stereotypes and ensure that the materials resonate with a broad audience.
Digital content: Ensure websites, PDFs, and online promotional materials, comply with Web Content Accessibility Guidelines (WCAG). Provide alternatives for non-text content, make functionality available from a keyboard, and ensure content is easily navigable.
Printed materials: Use large, clear fonts and high-contrast color schemes. Offer alternative formats like Braille or large print upon request.
Video content: Provide closed captioning for videos and audio descriptions where necessary.

It’s a good idea to regularly test your digital materials with various assistive technologies like screen readers to ensure they are accessible. If possible, solicit feedback from accessibility experts on your current materials and encourage your audience to provide feedback.

Communicate Accessibility Measures in Advance

Include a What to Expect section on your event website and other communications. This helps attendees plan their visit and feel comfortable. Consider including:

Transportation and lodging: Information on accessible transportation options and nearby lodging with accessible features. This helps out-of-town guests or those unfamiliar with the area.
The agenda: Share a clear agenda with timings and planned breaks. This helps guests manage their time, energy, and expectations.
Crowd insight: Give a sense of the expected number of attendees. Some people might prepare differently for a smaller, calmer gathering versus a large and bustling conference.
Accommodations info: Be clear about the available accommodations and how to request them—including nursing rooms, sign language interpreters, and special dietary options.
Performance details: If there are performances or speakers, provide a brief on what they’re about, and the accommodations available for that specific event.
Advance materials: Ensure that presentations, handouts, and other relevant materials are available before the event. This allows attendees additional time to process information, review the content at their own pace, and prepare for participation.
Venue layout: A detailed description of the venue size and layout, especially noting accessible entrances, restrooms, elevators, and parking.
Visual previews: Include images of the event space showing seating options and key areas. It helps guests visualize their experience and plan their visit more effectively.
Accessibility contact: Include a section or contact information for an accessibility coordinator or team. This point of contact can answer specific questions and assist with unique accommodation requests.

Try to paint a picture of the event before guests even arrive. This is your chance to set the right expectations and show your guests that accessibility is a priority. In the resources section, we’ve linked an example of a preplanning website we set up for Dreamforce.

Team Insights on Accessible Materials

Illustration of Cala.

“I attended a large conference that offered guided tours of the event space before the event started. This was incredibly helpful. It allowed me to familiarize myself with the layout, making it much easier to navigate during the event. But it’s not just beneficial for the blind. People who get overwhelmed in crowds or need more time to process their environment also find these pre-event tours helpful. It gives everyone a chance to become comfortable with the space.” —Cala

Illustration of Kurt.

“I have auditory processing disorder. It’s a challenge for me to fully absorb everything as it’s presented at conferences. Having access to presentation decks and other materials ahead of time allows me to digest the information at my own pace. Without this, I often find myself struggling to keep up and unable to ask questions on the spot. Early access to materials means I can prepare better and engage more meaningfully with the event.” —Kurt

Highlight On-Site Accessibility Measures

Communication before your event is important, but all your planning won’t help if accessibility features aren’t clear when guests arrive. Consider:

Visible signage and information: Use clear, high-contrast signs to direct attendees to accessibility features such as ramps, elevators, and designated seating areas. Signs should be placed at eye level and in multiple locations.
Information at check-in: Train check-in staff to inform guests about available accessibility features and services. A quick run-through of key features sets a welcoming tone.
Event materials: Include a section on accessibility in all printed and digital materials you hand out at the event. This could include a list of available resources and a map highlighting accessible routes and features.
Pre-event announcements: For larger gatherings, consider making announcements about available accessibility features just as the meeting, presentation, or event starts. Ensure that the announcements are both audible and visible (for instance, a person making an announcement plus a digital display).
Dedicated accommodations help desk: Set up a help desk for accommodation needs. This should be staffed with knowledgeable personnel equipped to provide assistance and information about accessibility features and services throughout the event.

Promote Networking

The goal of every event is to not only share information with your audience but also allow them to easily share information with each other. That’s why the chance to network is so important. We turned to our team for insights on making the networking portion of events more inclusive and accessible.

Best Practices for Inclusive Networking

Inclusive networking spaces: Designate areas specifically for networking that are easily accessible. Ensure these spaces have a variety of seating options and are quiet enough to encourage conversation.
Technology-assisted networking: Tech that facilitates networking, such as event-specific social media groups or chat rooms, are great for attendees who may find face-to-face networking challenging.
Structured networking opportunities: Organize activities that encourage interaction. This could include roundtable discussions, speed networking sessions, or guided group activities.
Networking assistance: Offer to pair attendees who might need assistance with volunteers or staff members who can facilitate introductions and conversations.
Social media engagement: Encourage the use of event-specific hashtags on social media for attendees to share their experiences and connect with others. Provide guidelines for all guests on how to make social media posts accessible (like using alt text for images).

Team Member Insights on Networking

Illustration of Amy.

“Designated networking spaces with communication assistants and technology tools like speech-to-text apps can help bridge communication barriers, making it easier for deaf and hearing participants to connect.”—Amy

Illustration of Cala.

“Publishing an exhibitor list or key contacts in advance lets attendees like me plan who to connect with, making networking more strategic and manageable.”—Cala

Illustration of Kurt.

“Disability community meet and greet sessions offer a welcoming space for meaningful exchanges. This is especially beneficial for those who may feel overwhelmed in typical networking settings.” —Kurt

Illustration of Lucia.

“For a person using a wheelchair, networking events can be uncomfortable to attend. Most people are standing, which can make it difficult to connect. Available tables may be too high or occupied by the time we get there. It’s great to designate low tables for those who need to sit or use a wheelchair. Also, it’s good to have chairs available so people don’t need to kneel when talking to a wheelchair user.” —Lucia

Troubleshoot Common Accessibility Issues

Despite thorough planning, issues may arise during the event. Having strategies to quickly and effectively resolve these challenges is crucial.

Proactive monitoring: Regularly check key areas like entrances, ramps, pathways, elevators, and special accommodations to ensure they remain accessible throughout the event.
Rapid response ream: Have a team ready to respond quickly to any accessibility issues. This team should be well-versed in the event layout and available accommodations and empowered to make necessary adjustments on the spot.
Feedback and adjustment: Encourage attendees to report any issues they encounter and be ready to make immediate adjustments. This could range from clearing blocked pathways to adjusting the sound system for better audibility.
Emergency preparedness: In case of an emergency, ensure there are clear plans in place that take into account the various needs of your attendees, including evacuation procedures for people with mobility, visual, and auditory challenges.

Now your event communications should be set up for an optimum exchange of information between all attendees. In our next unit we cover how to check in after the event and make sure all your planning paid off!

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