Tips for hosting accessible events and meetings

Guidance for in-person, virtual, and hybrid events and meetings

State and local governments and places that serve the public are required to make programs, services, and activities accessible to people with disabilities under federal and state anti-discrimination laws.

Events and meetings hosted by covered entities – whether in-person, virtual, or hybrid – must provide equivalent access to people with disabilities, unless doing so would present a fundamental alteration. A “fundamental alteration” is something that would change or modify the core or essential aspects of the service, program, or activities offered.

There are three major accessibility considerations for events:

1. Selecting an accessible, barrier-free event location or virtual meeting platform,
2. Providing reasonable accommodations (RAs), and
3. Effective communication

This page provides helpful tips to assist you in planning and conducting accessible in person, virtual, and hybrid events and meetings. This page includes an “accessibility checklist” for each event setting type that you can use as quick reference guides.

Event registration

Your event registration page should be accessible. Use WebAIM’s Web Accessibility Evaluation Guide to assess its accessibility.

Include space for guests to enter reasonable accommodation (RA) requests and dietary restrictions on the registration form. Review registration information regularly to plan for these requests. Consider including checkboxes to request common reasonable accommodations (such as ASL interpreters or CART). Make sure you get contact information for attendees requesting RAs so you can follow up to engage in the interactive process, if needed.

Selecting an accessible event location

An accessible event venue ensures that people with physical disabilities, including those who are visually impaired, can navigate the environment without encountering barriers.

If an event location has existing barriers, agencies are required to remove them if doing so is “readily achievable,” meaning "easily accomplishable and able to be carried out without much difficulty or expense.” Note that even if it is not readily achievable to remove certain barriers, you must find alternative ways to ensure the event is accessible to people with disabilities.

Parking and transportation

To evaluate an event location’s accessibility, begin by considering how attendees will get there. Look for venues with accessible (“HP”) parking spaces nearby and convenient proximity to bus stops or train stations to accommodate attendees who rely on public transit.

Navigating the event space

Next, consider the process of getting into the building. Look for locations with ramps or elevators if the event space is not on the ground floor. Ensure that entrances and pathways are free from obstacles and wide enough (36 inches or more) to accommodate wheelchairs and mobility devices. Once inside the building, navigate to key areas such as the meeting room or classroom, podium or stage, restrooms, and areas for dining if food will be served. Podiums should have adjustable heights. If using an elevated stage, ensure it includes a ramp. Make sure there is ample lighting throughout the venue.

Ushers and sighted guides

To further enhance accessibility, consider providing ushers to assist attendees with navigating the venue. Ushers can offer guidance to and from various areas, ensuring that all attendees, including those with visual impairments, can move around comfortably. Additionally, training staff on sighted guide techniques can greatly improve the experience for visually impaired attendees, as staff members will be equipped to offer appropriate, safe, and effective assistance.

Seating

Ensure that all seating options are accessible without barriers, or that there are sufficient seating options for those in attendance who use wheelchairs. Look for rooms with adjustable seating arrangements to accommodate different needs, such as accessible tables (28 to 34 inches high from the bottom to the top of the table, with ample clear floor space), removable seating, and chairs with back support. Distribute accessible tables throughout the seating area so wheelchair users have a choice of where to sit. Include the option for companion seating for wheelchair users who bring guests who are not wheelchair users.

Separate room

It is best practice to provide a separate, quiet room with soft lighting for guests who may need a break from the main event room. Consider providing a livestream of the main event (with captions and ASL interpretation) in the separate room so that guests can equally participate. Include information about how to access the separate room in event publicity and signage.

Communication access

Ensure that all attendees will be able to effectively communicate. Having auxiliary aids, accessible presentation materials, notepads and pens, and signs and labels for event areas, food, and drinks are all key components of accessible events. Consider having a few communication boards available.

Look for these features in a physical event venue to ensure it will allow for effective communication:

1. Clearly visible space for American Sign Language (ASL) interpreters and CART captions: Reserve an area adjacent to the speaker podium for ASL interpreters and the CART captioning screen. It is best practice to ensure that ASL interpretation is provided alongside the CART captioning screen so that attendees don’t have to divide their attention.
2. A microphone and public address (PA) system: This is especially important for medium to large event spaces. Remind all speakers to speak into the microphone. If possible, select a location that provides an FM system or other assisted listening technology, or arrange for these devices to be available upon request.
3. Clear sound throughout the room without echoing or background noise: Speakers, including those from the audience, should be heard clearly from anywhere an attendee may be seated. Beware of high ceilings and large, open event spaces that carry sound widely and may create an echo. Avoid loud background music which can be distracting. If music will be included, consider giving it a distinct space in the program where it will not overlap with speakers or networking.
4. Accessible microphones: Determine what microphones are available at your event location (standing, tabletop, handheld, lapel, etc.) and ensure that each speaker will have a microphone accessible to them. If questions or comments will be taken from the audience, ensure there will be an accessible microphone available so they can also be heard clearly.

Emergency procedures

In the event of an emergency during your event or meeting, attendees with disabilities must have access to what is needed to bring them to safety.  Familiarize yourself with the venue’s accessible emergency exit routes, fire extinguishers, first aid kits, emergency communication system, and other emergency procedures. Be sure to note these features as part of the "housekeeping" instructions at the beginning of the event or meeting.

Look for these features in an event venue to ensure accessible emergency procedures:

1. Wheelchair-accessible exit routes: Ensure that all exit routes can accommodate wheelchairs. This includes checking that ramps, doorways, and hallways are wide enough (36 inches or more) and free of obstructions.
2. Accessible emergency communication: Visual and audible alarms should be provided to accommodate individuals with hearing or vision-related disabilities. Have written instructions and sign language interpreters available and included in this process.
3. Assistance for individuals with mobility related disabilities: Designate staff or volunteers to assist individuals who may need help evacuating the building.
4. Clear signage: If emergency exit routes are not all accessible, temporary signage indicating the accessible exit routes should be provided.

Accessibility checklist: Physical event locations

• Accessible parking available nearby
• Close to public transportation
• Entrances and pathways clear of obstacles and wide enough (36 inches or more) to accommodate wheelchairs
• Ramps or elevators to higher floors and elevated stage
• Adjustable podium
• Appropriate signage for all event areas (check-in, coat rack, bathroom, food, etc.)
• Plenty of ushers on hand (lobby, check-in, food, resource tables)
• Trained sighted guides
• Sufficient lighting
• Adjustable seating arrangements
• Accessible tables with ample clear floor space
• Chairs with back support
• Sufficient, scattered seating for wheelchair users and companion seating
• Accessible presentation materials
• Notepads/way of communicating with people for short/basic communication
• Signs and labels for event areas, food, and drinks
• Space for ASL interpreters near the speaker(s)
• Screen for CART captioning near the ASL interpreters
• Microphone and PA system
• FM system or other assisted listening technology
• Sufficient microphones for all speakers
• Accessible podium or stage and path back to seat
• Clear sound throughout the room without echoing and background noise
• Accessible microphones for all speakers, including those from the audience
• Consider accessibility needs in case of an emergency

Selecting an accessible virtual event platform

Agencies should select virtual event platforms according to their operational needs and level of accessibility for both attendees and event moderators with disabilities. Below are a few key considerations when selecting an virtual event platform.

Accessibility statements

Review accessibility statements. These can offer insight into how users with disabilities would interact with the platform. The accessibility statement should include a comprehensive outline of the accessibility features and compliance standards met by the platform, such as adherence to WCAG guidelines. Ideally, it should also detail any known limitations, instructions on how to interact with various features, and provide contact information for users to report accessibility issues or seek assistance.

Compatibility with ASL and CART

Determine how the platform works with ASL interpreters, CART, and closed captioning. Ensure that ASL interpreters are visible live and in recordings, can smoothly transition from one interpreter to the next, and have clear audio of the speakers. Note that automatic captioning is often inaccurate. It is best practice to use manual (CART) captioning that can be integrated into the platform.

Screen reader, keyboard-only, and phone-in user accessibility

Determine how the platform works for screen reader, keyboard-only, and phone-in users. Ensure that key features, such as screenshare, chat, and video recording, are accessible via screen reader and keyboard. Assess if the platform allows for participation via telephone for those who wish to attend but do not have access to a computer or smart phone.

Livestreaming

Determine the platform’s livestreaming capabilities. If you plan on hosting hybrid events that involve livestreaming a physical event, seamless livestreaming integration capabilities can ensure that virtual attendees have clear audio and visual access.

User testing

Invite people with disabilities to test the platform’s accessibility. User testing can help identify potential barriers and assess the platform's usability. By actively engaging with user testers and seeking their input, you can gain valuable feedback to address accessibility issues effectively and determine alternative equivalent solutions. Your test users should be a diverse group and include people with disabilities who rely on assistive technologies, such as screen readers or keyboard navigation. User tests should be thorough and consider all aspects of the attendee experience.

Accessibility consulting (Commonwealth agencies only)

The Massachusetts Office on Disability (MOD) offers accessibility consulting services free of charge to state agencies to help you assess the accessibility of various platforms. This service is only offered to Commonwealth agencies.

The Statewide IT Accessibility Services Contract (ITS61) is a helpful resource for those seeking accessibility audits and other digital accessibility-related services. Category B of the contract includes accessibility consulting services.

What to do if the platform isn’t accessible

If an organization has identified a platform that meets its operational objectives but has inaccessible features, determine whether those features are critical to access. If the identified barriers are not critical, the organization should avoid using those features during the event. Organizations should explore alternative ways a participant with a disability can effectively participate in the event if there are components that are critical but not accessible.

For example, Platform X allows presenters to take polls to gather real-time feedback testing attendees’ knowledge or gathering their votes. The organization has deemed this to be a critical component for participation. However, Platform X’s polling functionality doesn’t work with certain assistive technologies.

An alternative method of meaningful participation must be explored and shared with attendees. For attendees who can’t access the polling features, the organization could allow feedback via alternative methods such as a Q&A or chat box, an email address, or a phone number where attendees can call or text in their submission. These alternative methods would need to be monitored in real-time to achieve equivalent access.

Accessibility checklist: Virtual meeting platforms

• Platform has accessibility statement that includes outline of accessibility features and compliance standards met
• Interfaces nicely with ASL
• Interfaces nicely with CART
• All critical features are accessible for screen readers and keyboard-only attendees
• Allows for participation via telephone
• Successful user testing

Accessibility considerations for hybrid events

Offering both in-person and virtual participation options allows attendees to choose to participate in your event or meeting in the way that is most accessible to them.

When conducting hybrid events or meetings, ensure that in-person and virtual attendees can equally enjoy what they have to offer. Follow the best practices for accessible event locations and virtual event platforms. If your event includes a networking component, ensure that virtual attendees have access to the same opportunity. Using a chat feature and offering prompt questions may help spark discussion. Remember to offer this information in a variety of ways. Screen reader users will not have access to writing on a screen share, so make use of chat features or have a speaker provide the information verbally. If you use breakout rooms, ensure that each of the rooms is accessible. Anywhere people will be speaking, ASL and CART should be provided.

If livestreaming from the event venue, test the sound and video. Verify that virtual attendees will have equal access to the full event program and a clear view of the ASL interpreter and speakers. If possible, consult with your venue’s Audio Visual (AV) team to connect audio inputs directly into the virtual meeting for optimal sound.

Providing reasonable accommodations

Reasonable accommodations (RAs) are adjustments or modifications to existing policies, practices, and procedures that are necessary to ensure that people with disabilities can equally participate in a program, service, or activity.

Covered entities must provide reasonable accommodations for individuals with disabilities to ensure equal access to services and activities. When a request is made, event hosts are obligated to engage in an interactive dialogue to understand the individual's needs and determine an appropriate and effective accommodation.

Finally, make sure that there is someone available day-of to ensure that accommodations are provided as intended, and to answer any last-minute access-related questions.

Examples of reasonable accommodation

Food at the venue

Your event venue does not allow food. An event attendee requests to bring and consume food during an event due to a medical condition. The host may allow the attendee to bring food to ensure they can participate fully without health concerns, but may put certain conditions (e.g. no nuts, no sauces, no crinkly bags or wrappers) on the type of food the attendee may bring, if necessary (so long as those conditions are reasonable).

Free ticket for a companion

You are charging $100 a ticket for your fundraising dinner. An event registrant requests a free ticket for their personal care attendant, who assists them with eating and toileting. The guest will be unable to participate in the dinner without their personal care attendant to assist them. You may provide a free ticket for the attendant, but may put certain conditions (e.g., no dinner provided for the attendant) if necessary.

Reasonable accommodation statement

When advertising events and meetings, be sure to include a reasonable accommodation statement that informs invitees to notify the host organization of any modifications to policies, practices, or procedures that they would need to equally participate due to a disability-related limitation. If your organization has a designated Americans with Disabilities Act (ADA) Coordinator, requests should be directed to that individual.

This statement should include a point of contact and a date by which requests should be received to ensure that the organization has adequate time to secure the accommodations.

The statement should also include that you will try to accommodate a request after the deadline and work with the person requesting the accommodation, but may be unable to fulfill the request due to time constraints.

Sample reasonable accommodation statement:

“[Organization] does not discriminate on the basis of disability and is committed to providing accessible programs, meetings, and events. To request reasonable modification to participate in this program, please contact [Organization] ADA Coordinator, [Name], at [email] or [phone]. Requests for ASL interpreter or CART services made after [date] will be considered but may not be possible to fill. ”

Accessibility checklist: Reasonable accommodations

• Reasonable accommodation statement provided in event publicity
• Interactive dialogue with requestors
• Process for notifying attendees of approved and denied requests
• Day-of coordinator responsible for ensuring approved requests are fulfilled. 

Effective communication

Effective communication ensures that people with vision, hearing, or speech disabilities can communicate, receive, and convey information in a manner that is accessible to them.

ADA-covered entities must provide auxiliary aids when needed to communicate effectively with people who have language-based disabilities. Examples of auxiliary aids for events and meetings may include accessible electronic documents that can be read with assistive technology, large print documents, American Sign Language (ASL) interpreters, and Communication Access Real-time Translation (CART) services.

The organization that is hosting the event is responsible for providing ASL and CART along with other needed accessibility features. When booking a venue and other vendors, be sure to clarify how accessibility features and other accommodations will be handled. The organization may not charge a surcharge to individuals with disabilities for using these services.

Accessible event materials

All event publicity and presentation materials should be accessible to and usable by people with disabilities, including those who use screen readers and other assistive technologies and those requiring large print.

Ensure your event materials are accessible. If using PowerPoint, follow best practices for accessible PowerPoint presentations. Review Microsoft’s support page on creating accessible Office documents to ensure that electronic documents are accessible to the widest audience possible. Additionally, our colleagues at Minnesota IT Services have created a free e-learning program on how to create accessible Word documents.

Provide materials in a variety of ways (large print, digital, etc.) Print materials should use size 18-point font or larger to be considered “large print”. Including QR codes to accessible digital versions of your printed materials is an easy way to make them accessible. It is best practice to place your QR codes in a consistent place (for example, centered on the back of the page). If providing multiple QR codes, space them sufficiently apart.

Send event materials in advance. It is best practice to send event materials (for example, slides and agendas) in advance, so that attendees can review the materials in their preferred method ahead of time.

During the event, provide verbal description of visual presentation materials. Note that visual presentation elements, such as slides, videos, or live screen sharing, are not accessible to screen reader users or those who use magnification. Do not rely on these methods alone. Send materials in advance and describe what is shown on screen verbally so that blind and low-vision attendees have equal access to the material. If your presentation includes a video, it is best practice to include audio description. If your presentation includes a screen sharing session, follow best practices for accessible screen sharing. When referencing written questions or comments from attendees, read them aloud.

ASL interpretation and CART captioning

American Sign Language (ASL) is a language that uses hand movements, facial expressions, and body postures. It is the primary language for many deaf and hard-of-hearing individuals in the United States. Unlike written communication, ASL is dynamic and rich in cultural nuances. Writing may not allow for complex communication and might be less familiar to some deaf individuals whose primary language is ASL.

Communication Access Realtime Translation (CART) captioning is a service that provides real-time text display of spoken words during events and meetings. It helps people who are deaf or hard of hearing to follow along with what's being said. Unlike ASL, CART captioning shows words on a screen as they are spoken. Some hard-of hearing individuals may not be familiar with ASL or find it challenging to understand, so CART captioning provides an alternative way for them to access communication.

It is best practice to proactively request ASL interpretation and CART captioning services for all events. If an event will be recorded and provided to the public later, the recording should include ASL interpretation and captioning.

The Massachusetts Commission for the Deaf and Hard of Hearing has information on how to request an ASL Interpreter or CART provider. Once you have booked your ASL interpreters and CART captioner, provide them with:

• Date and start/end times, including whether you’d like them to show up early
• Information on how to access the event (location of physical venue or link to virtual event)
• Agenda, slides, scripts, and handouts
• Speaker names

Effective communication at in-person events

Select an accessible event location that is set up for effective communication. In addition:

• Include information about communication aides in event publicity so attendees know what to expect and how to ask for assistive listening devices or other accommodations.
• Reserve seats within close range of ASL interpreters and CART captions for guests who need those services
• Provide wayfinding instructions with all event materials, including event reminder emails. Consider having an “accommodations table”, appointed greeter, or other clear way for guests who have requested specialized seating, a sighted guide, or other accommodations to find what they need.
• Distribute notepads to staff in case short, basic written communication is needed to communicate with attendees.
• Clearly label food and drinks. Clear signage with large, legible fonts and Braille labels can assist attendees in finding their way around.

Effective communication at virtual events

Select an accessible virtual event platform that is set up for effective communication. In addition:

• Do a practice run with speakers ahead of time. Ensure that their audio and video come through clearly without glitching.
• Have tech support available. Advertise the contact information for tech support in event reminders in case attendees experience technical issues.
• If your chosen virtual event platform has unique accessibility features, include this information in event publicity. Attendees should know prior to the event if and how they can access accessibility features such as captions, enlarged text, high color contrast, and more. Test these features out ahead of time so you can provide accurate, detailed instructions to your attendees.
• Use accessible virtual backgrounds. Poorly lit, busy, or patterned backgrounds can be distracting, disorienting, or completely inaccessible to low vision attendees. Accessible video call backgrounds should:
  • Have ample lighting without washing out the speaker’s face.
  • Have high color contrast between the speaker and background.
  • Use dark colors. White or brightly colored backgrounds can be tiring to the eyes.
  • Are simple. Avoid using patterns, images of people, or cluttered backgrounds.

Tips for speakers

Share these accessibility best practices tips with your speakers ahead of time:

• Speak into the microphone. Limit background noise, such as shuffling papers or obstruction between you and the microphone.
• Speak slowly and clearly. This helps ASL interpreters, captioners, and attendees follow along.
• Identify yourself before speaking. State your name and a brief description of yourself (for example: My name is Joe Smith, Marketing Director at XYZ Company. I am a 40sih year old man with brown hair and glasses.) This helps attendees with visual impairments distinguish between speakers. If you are speaking throughout an event, give a full description the first time you speak, and then identify yourself by name each time you begin speaking again (for example: This is Joe, Marketing at XYZ.)
• Provide presentation materials in advance. If using PowerPoint, follow best practices for accessible PowerPoint presentations.
• If speaking virtually, use an accessible background. Your background should be free of clutter, with high color contrast between you and the background. Patterns and similar colors can make you difficult to see.

Accessibility checklist: Effective communication

• Event materials are accessible and sent to attendees in advance
• ASL and CART booked
• Materials sent to ASL interpreters and CART captioner ahead of time
• Effective communication information included in event publicity (e.g., where to find assistive listening devices, whether ASL and CART will be provided)
• “Tips for speakers” sent to speakers
• In person events:
  • Wayfinding instructions included in event publicity
  • Notepads and pens on hand for staff
  • Food and drink clearly labeled
  • Clear signage to event areas
• Virtual events:
  • Tech support information included in event publicity
  • Successful practice run with speakers to test audio and video
  • Accessible video backgrounds for speakers

Last updated:	August 5, 2024