Creating Accessible Event Materials: A Guide for Busy Organizers

Imagine hosting a groundbreaking event, packed with exciting speakers and game-changing content, only to find out afterward that a significant portion of your audience felt excluded because your materials weren’t accessible. It’s an avoidable mistake—but one that happens far too often. This is where creating accessible event materials can be vital for your events.

Accessibility isn’t just a gesture of goodwill; it’s a cornerstone of impactful, inclusive events.

The Problem: Accessibility Gaps in Event Materials

Event organizers face immense pressure to deliver flawless experiences on tight deadlines. Unfortunately, accessibility often becomes an afterthought, leading to significant consequences. Here’s why prioritizing accessibility is essential:

Excluding a Significant Portion of Your Audience

According to the World Health Organization, over 1 billion people globally live with disabilities. When accessibility isn’t prioritized, you risk alienating a large and diverse group of potential attendees. This can lead to feelings of exclusion and frustration among individuals who may otherwise want to participate in your event. By creating an inclusive experience, you open the door to a wider, more engaged audience while fostering a welcoming environment for everyone.

Risking Legal Issues and Reputational Damage

Accessibility isn’t just a courtesy—it’s the law. Regulations like the Americans with Disabilities Act (ADA) in the U.S. and the Equality Act 2010 in the UK require that public events are accessible to people with disabilities. Non-compliance can lead to lawsuits, hefty fines, and severe reputational harm. Organizers who neglect these requirements not only face legal repercussions but also risk losing the trust of attendees and sponsors. Proactively addressing accessibility ensures compliance and protects your event’s reputation.

Missing Key Opportunities for Connection and Engagement

Accessibility impacts more than just attendance numbers—it directly affects how your audience interacts with your event. Inaccessible materials, such as presentations without captions or venues without ramps, can discourage participation and lower engagement. This, in turn, means missed opportunities to connect with diverse groups, gather valuable feedback, and build lasting relationships. An accessible event ensures everyone can fully participate, boosting interaction and creating a more dynamic experience.

Accessibility Oversight

In 2019, a major tech conference faced widespread backlash for failing to provide real-time captions during its keynote speeches. Deaf and attendees felt excluded from the event’s most important moments. The incident garnered negative media attention, overshadowing the event’s successes and highlighting the need for better accessibility planning. This serves as a reminder that overlooking accessibility can have lasting consequences for both your attendees and your brand.

By prioritizing accessibility, event organizers can avoid these pitfalls and create experiences that are truly inclusive, impactful, and successful.

The Solution: Creating Accessible Event Materials

Addressing accessibility doesn’t have to be complicated or expensive. With thoughtful planning, you can create materials that welcome everyone. Here’s how:

1. Start with Your Audience in Mind

The first step to creating accessible materials is understanding what your audience needs. Start by sending out pre-event surveys to gather information about specific accessibility requirements. This allows you to plan effectively and accommodate everyone. For instance, if attendees indicate they need large print or braille documents, you’ll have enough time to prepare these materials. Think about other potential needs too—such as wheelchair accessibility, assistive listening devices, or multilingual resources—and plan ahead to ensure an inclusive experience. Remember, the more you know about your audience, the better you can serve them.

2. Choose Accessibility-Ready Tools

The tools you use can make or break accessibility. Choose software designed to streamline creating inclusive content. For example, Microsoft Office has an built-in accessibility checker to flag potential problems in documents and presentations. Adobe Acrobat allows you to create accessible PDFs when formatted correctly. Learning how to use these tools effectively can save you time and ensure your materials meet accessibility standards.

Here’s a pro tip: When creating PDFs, make sure they meet the PDF/UA standard. This guarantees compatibility with assistive technologies like screen readers. Additionally, familiarize yourself with templates or plugins that improve accessibility from the start, such as pre-made templates designed for high contrast or alternative text fields.

3. Design for Visual Clarity

Good design plays a crucial role in making your materials accessible to everyone. Start by choosing sans-serif fonts like Arial or Verdana for better readability. Ensure the font size is no smaller than 12pt, with larger sizes (e.g., 16pt or 18pt) for attendees who may need extra support.

Contrast is another key factor: opt for high-contrast color combinations such as black text on a white background. Avoid bright or clashing colors, which can strain the eyes. Most importantly, never rely on color alone to convey meaning. Instead of saying, “Click the green button,” say, “Click the green button labeled ‘Submit.’” This ensures users who are colorblind or visually impaired won’t miss important instructions.

To see an example in action, look at the UK Government Digital Service (GDS). Their accessibility guidelines are an excellent resource for designing clear, simple, and inclusive materials. They emphasize user-first principles like straightforward language, clear structure, and straightforward color schemes.

4. Make Screen Reader-Friendly Content

Screen readers are essential tools for visually impaired users, and making your content compatible with them is a critical step. Begin by adding descriptive alt text to every image, chart, or graphic in your content. Alt text should not only describe what’s in the image but also convey its purpose. For example, instead of saying, “Woman holding a book,” say, “A woman smiling while holding a book titled ‘Accessibility in Design.’”

Additionally, structure your content properly with headings. Use H1 for titles, H2 for subtitles, and so on. This helps screen readers navigate your materials efficiently. Avoid using overly complex tables, as these can confuse assistive devices. Stick to simple layouts with clear headers and consistent formatting.

Finally, test your content with screen readers like NVDA (free) or JAWS (paid) to ensure functionality. This hands-on approach helps identify any issues before your materials are distributed.

5. Caption and Transcribe Audio/Visual Content

If your event includes audio or video content, always include captions and transcripts. Captions help attendees who are Deaf or hard of hearing follow along, while transcripts provide a written alternative that can be read at any time. Tools like Otter.ai and Rev make creating accurate captions and transcripts easy, even for those new to these processes.

For live events, consider providing real-time captions using AI-Media or hiring a professional stenographer. This additional layer of accessibility demonstrates a commitment to inclusivity and ensures no one is left out of the conversation. A great example of this in action is TED Talks, which consistently include subtitles and transcripts for their global audience.

6. Test for Accessibility

Never skip accessibility testing—it’s the only way to ensure your materials truly meet the needs of your audience. Use tools like WAVE or AXE to evaluate your website and digital materials for accessibility issues. Microsoft Word and PowerPoint also have built-in accessibility checkers you can run before finalizing documents or slides.

However, automated tools have their limits. The best way to test accessibility is by involving users with disabilities in the process. Their firsthand feedback can reveal barriers you might not have noticed. For example, they might point out design elements that are difficult to navigate or suggest improvements to alt text descriptions.

7. Offer Multiple Formats

When it comes to accessibility, one size does not fit all. Offering materials in multiple formats ensures that everyone can access them in the way they find most comfortable. Provide options like large print, braille, plain text files, and digital formats optimized for mobile devices.

Consider the 2021 Paralympics as an example. Organizers provided event schedules in multiple formats, including digital guides with adjustable text sizes. This thoughtful approach guaranteed everyone had access to the information they needed, no matter their preferences or abilities.

8. Go Beyond the Basics

If you really want your event to stand out, go beyond standard accessibility practices. For example, create interactive digital guides that include features like adjustable font sizes, voice navigation, and easy access links to additional resources.

Another innovative approach is using dynamic QR codes on printed materials. These codes can link to accessible formats, such as audio versions, screen-reader-compatible documents, or videos with captions. Finally, consider offering real-time accessibility support, such as a virtual help desk or live chat, to address attendees’ questions or concerns during the event.

By taking the time to implement these strategies, you’ll not only meet accessibility standards but also create a welcoming and inclusive environment where everyone can participate fully.

Creating Accessible Event Materials – The First Step Toward Inclusive Events

Inclusion starts with intention. By making your event materials accessible, you’re not just complying with regulations—you’re fostering a space where everyone feels valued and included. Download our free Accessible Event Materials Checklist to ensure your next event is truly welcoming for all. Together, let’s create events that leave no one behind.

Contact us today for inclusive event planning, accessible presentations and a full accessibility checklist. We will ensure event accessibility, and offer accessible document design services. Our team provide live captioning services, live transcription services, translation services, note taking services and minute taking services.