Virtual or online events - whether webinars, conferences, workshops, or hybrid gatherings -organizations must offer fair opportunities to every user to connect from anywhere. But if the event is designed without thoughtful planning, then many people can encounter barriers to full participation. Accessibility isn’t just a nice add-on; it’s a core component of event design that ensures everyone can engage, learn, and contribute.
Read along to learn more!
Online event accessibility should not be a second thought!
Accessibility ensures that individuals with disabilities, as well as non-native language speakers, people with limited bandwidth, caregivers, shift workers, and all other visitors, can participate equally in an online event. Beyond ethics, accessibility expands reach, improves engagement, and strengthens the brand reputation. Also, most digital accessibility practices enhance the user experience for everyone comes across the content.
As online events become the norm, accessibility naturally becomes part of delivering quality digital experiences.
Start with inclusive planning
Ask about users’ needs proactively
Collect accessibility requirements during registration. Let attendees indicate their needs, such as captions, sign language interpretation, large-text materials, subtitles in other languages, or dial-in audio options. This helps organizations plan rather than guess what accommodations might be needed.
Select accessible platforms to host events
Choose platforms that support:
- Keyboard navigation for every user.
- Screen reader compatibility for people with visual impairments.
- Captioning and transcription tools built in or via integration.
- Adjustable UI features like font size and contrast settings.
Assess all accessibility features before committing to a platform.
Provide multiple ways to access content
Live captions & transcripts
Live captioning helps deaf or hard-of-hearing users and boosts comprehension for all viewers, particularly non-native speakers. Provide transcripts after the event too.
Sign language interpretation
Offer digital accessibility sign language interpretation for key sessions. Ensure interpreters’ video feeds are prominently visible and that presenters speak at a moderate pace to match interpretation speed.
Audio descriptions
For visual content (slides, charts, videos), include audio descriptions explaining key visuals for low-vision participants. This step is often overlooked but adds significant accessibility.
Multilingual support
If a brand’s audience is global, consider providing captions or transcripts in multiple languages to widen access and comfort.
Make communication clear and inclusive
Simple, clear language
Use plain language in event content and during presentations. Avoid jargon and complex wording that can be difficult for people with cognitive disabilities or non-native speakers.
Accessible pre-event materials
Share agendas, slides, handouts, and resources before the live event so people can review them at their own pace and use assistive technology effectively.
Accessible marketing
Ensure the event website, registration page, email announcements, and calendar invites are all accessible (screen reader friendly, clear contrast, readable fonts, etc). Avoid PDF-only content if possible.
Accommodations during the event
Interactive features
Make sure interactive elements like polls, Q&As, and chat are accessible - labelled clearly and easy to navigate with assistive tools.
Moderators & support staff
Ensure that team members monitor accessibility requests in real time - like caption adjustments, chat help, or tech issues - and address them promptly.
Pacing & breaks
Deliver content at a moderate pace and include regular breaks, especially for longer events. This helps everyone process information and accommodates diverse needs.
Technical setup best practices
Test accessibility features
Before going live:
- Test captions
- Check screen reader compatibility.
- Confirm keyboard navigation
- Plan a dry run with the accessibility support team to catch issues early.
Provide dial-in options
Not everyone has stable internet or modern devices. Offer telephone dial-in options so participants can join by voice if needed.
Post-event accessibility
Recordings with captions
Provide recordings that include captions and transcripts. This helps participants in different time zones to go through content at their convenience.
Feedback for improvements
Ask for feedback specifically about accessibility. Use this to refine future events and show the audience that a brand is committed to continual improvement.
Avoid common pitfalls: Practices behind inaccessibility!
Being accessible simply means that every facet of an event can be accessed and understood correctly. The whole experience decides if the online event was inclusive or not. Common mistakes that are responsible for inaccessibility include:
- Using inaccessible registration forms. Find more information about form accessibility.
- Failing to test platforms before the event.
- Assuming captions alone cover accessibility needs.
- Forgetting alternative formats like phone access or text summaries.
- Awareness of these pitfalls helps plan proactively rather than reactively.
Read more: Accessible Checkout in Ecommerce accessibility audit
In a nutshell,
Accessible online events create spaces where everyone can connect, consume the content correctly, and thrive. By considering users’ needs early, choosing the right tools, offering varied ways to engage, and committing to feedback and improvement, organizations turn digital gatherings into truly inclusive experiences.
Accessibility not only opens doors - but it also builds stronger communities and better outcomes for everyone.
Creating accessible online events and webinars requires the right mix of strategy, technology & ongoing support. We help organizations identify accessibility gaps, implement WCAG aligned solutions, and monitor digital experiences for long-term usability & compliance. From accessibility audit to continuous monitoring and accessibility remediation, we support inclusive digital experiences that work for diverse audiences. Reach out hello@skynettechnologies.com for more information.
