Virtual Event Accessibility Guide: 5 Best Practices

Make your online events work for everyone with these key accessibility practices:

Use multiple communication methods (captions, sign language, chat)
Create easy-to-access content (readable slides, image descriptions)
Provide tech support (how-to guides, dedicated staff)
Plan smart event timing (regular breaks, clear schedule)
Share materials after (captioned recordings, text versions)

Why it matters: 1 in 4 adults has a disability. Accessible events benefit all attendees.

Key tips:

Ask about accommodation needs during registration
Choose platforms with built-in accessibility features
Offer live captions and sign language interpretation
Use high-contrast, large font slides
Take regular breaks every 90 minutes
Get feedback to keep improving

Making events accessible opens them to more people and creates a better experience for everyone. Start with these practices to host truly inclusive online gatherings.

Planning Before the Event

Let's talk about making your virtual event accessible. It's not just a nice extra - it's a must-have. Here's how to set up an online gathering that everyone can join and enjoy.

Picking the Right Platform

Choosing your virtual event platform is like picking a venue for a real-life event. It sets the stage for everything else. But here's the thing: not all platforms are equal when it comes to accessibility.

When you're looking around, keep an eye out for platforms with built-in accessibility features like:

Live captioning
Screen reader compatibility
Keyboard navigation
Adjustable text size and contrast

For example, Zoom offers live transcription and lets you pin interpreter video feeds. Microsoft Teams has features like immersive reader and live captions in multiple languages.

"Making your presentation more accessible ensures that your content is more inclusive and easily available for a wider audience." - Forum One

Your goal? Find a platform that doesn't just host your event, but actively helps make it accessible.

Handling Access Requests

Here's a fact that might surprise you: 62% of employees with a disability have an invisible one. You can't always tell who needs accommodations just by looking.

So, what's the solution? Ask everyone. Put a question in your registration form like, "Do you need any accommodations to fully participate in this event?" This simple step can make a big difference.

But don't stop there. Follow up on these requests quickly. Some things, like hiring ASL interpreters or CART captioners, take time to set up. Try to get this info at least two weeks before your event.

Pro tip: Use an anonymous form for accommodation requests. It helps people feel more comfortable speaking up about their needs.

Making Materials Easy to Access

Accessibility isn't just about the platform - it's about every piece of content you share. Here's how to make your materials work for everyone:

1. Use plain language

Skip the jargon and complex sentences. Keep it clear and simple.

2. Format for readability

Use big enough font (at least 18px) and make sure there's good color contrast. Break up your text with headers and short paragraphs.

3. Add alt text to images

Describe what's in your pictures for people using screen readers.

4. Share materials early

Send out slides or handouts before the event. This lets people review at their own pace.

5. Offer different formats

Give people options. Provide both text and audio versions of key info.

Best Practice 1: Use Multiple Ways to Communicate

Virtual events need different communication methods to be truly accessible. Let's look at how you can use various tools to make sure everyone can join in.

Live Captions and Text

Live captions are a big deal for virtual events. They turn spoken words into text in real-time, helping deaf and hard-of-hearing attendees, and those who like to read along.

But here's the thing: live captions help everyone. They're great for:

Non-native speakers
People in noisy places
Anyone who wants to follow along better

A study by the Massachusetts Office on Disability found that captions boost understanding for all viewers, not just those with hearing issues.

To make the most of live captions:

Get a pro captioner. AI captions are getting better, but they're not as good as humans yet.
Speak clearly and not too fast to help with caption accuracy.
Keep background noise down and avoid people talking over each other.

"Live captions create an inclusive meeting experience for people who might not be able to hear speakers and sounds at the event." - Digital Accessibility

Sign Language Support

For many deaf attendees, American Sign Language (ASL) is their main language. Having ASL interpreters at your virtual event can make a huge difference.

Video Remote Interpreting (VRI) is a cost-effective way to do this. It lets interpreters join your meeting online, turning spoken English into ASL in real-time.

When using VRI, make sure to:

Keep the interpreter's video feed visible at all times
Have good lighting so the interpreter's signs are clear
Tell the interpreter about any technical terms or jargon beforehand

Fun fact: businesses can save up to 50% using VRI instead of in-person interpreters. VRI usually costs $35 to $100 per hour, while in-person interpreters can cost $50 to $145 per hour.

Chat Features

Don't forget about text-based communication. A good chat feature can really boost engagement and accessibility in your virtual event.

A Techjury survey found that 75% of people prefer virtual chat over other ways to communicate. Here's how to use it well:

Offer both public and private chat options
Put chat features where people can see them easily
Think about adding audio and video chat for more interactive options

The goal is to give people different ways to take part. Some attendees might feel better typing their questions or comments instead of speaking up.

"A company needs to keep a good relationship with its customers, as it directly affects word of mouth and brand value." - vFairs Experts

Best Practice 2: Make Content Easy to Access

Let's talk about making your virtual event content work for everyone. It's not just about following rules - it's about creating an experience that's great for all attendees.

Easy-to-Read Presentations

Ever squinted at tiny text on a busy slide? Not fun, right? Now imagine doing that with a visual impairment. Here's how to make your slides pop:

Use simple fonts like Calibri or Segoe UI
Go big with at least 18-point font size
Make text stand out with high contrast
Keep it short: 6 words per line, 7 lines per slide
Use PowerPoint's built-in layouts for better structure

"The elements that make presentations clearer and easier to follow for people with dyslexia also make them better in general." - GOV.WALES

This quote nails it. When you design for accessibility, you're making things better for everyone.

Image Descriptions

Pictures are great, but some attendees need words to "see" them. That's where alt text comes in. It's a short description that screen readers can pick up.

Here's how to write killer alt text:

Keep it short (125 characters or less)
Describe what the image does, not just what it looks like
Don't state the obvious ("Image of...")
Be specific about what's shown

Let's look at a real example. You're presenting a new product launch:

Bad alt text: "Product image" Good alt text: "New XYZ smartphone, sleek black design with 6.5-inch screen, showcasing AI-powered camera feature"

See the difference? The good alt text paints a picture with words, giving all attendees the same info.

Best Practice 3: Provide Tech Help

Tech issues can turn a virtual event into a nightmare. But with the right support, you can keep things running smoothly for everyone.

How-to Guides for Access Tools

Ever tried to join a video call and felt lost? Now imagine doing that with a screen reader. Not fun, right?

That's why clear guides are a must. Create step-by-step instructions for key access features like:

Turning on captions
Adjusting audio
Keyboard navigation
Using screen readers

Offer these guides in text AND video. Why? Because accessibility is all about options.

Pro tip: Get real users to test your guides. Their feedback is pure gold.

Support Staff

Sometimes, people just need a human touch. That's where your support team shines.

Take a page from Zoom Events Services. They offer "event consultation, technical guidance, in-event support, and advanced technical production for your event from beginning to end." That's the kind of support that can make or break an event.

When building your support team:

Train them on accessibility features
Make them easy to reach during the event
Have a system for quick issue resolution

Good support isn't just about fixing problems. It's about making people feel welcome.

"When we take the time to prioritize accessibility, we create a better experience for everyone." - Cvent Blog

This quote hits the nail on the head. Good tech help isn't just box-ticking. It's about creating an event where everyone can join in fully.

A few more tips:

Run a tech check before the big day
Have a Plan B for when things go wrong
Ask for feedback after the event

Best Practice 4: Plan Event Timing

Timing can make or break your virtual event. Here's how to schedule your online gathering for maximum participation:

Regular Breaks

Our brains need breaks. After about 90 minutes of focus, they start to fizzle out. So, don't push your attendees too hard.

For full-day events, aim for 20-30 minute breaks every 90 minutes. Half-day events? Go for 15-20 minute breaks. And don't skimp on lunch - give people at least an hour, preferably 90 minutes.

Leigh Ann Rodgers, Founder of Better Teams, says:

"Virtual meetings are demanding and we need to be thoughtful and plan the length of the meeting as well as provide long breaks at least every 90 minutes."

Breaks aren't just about avoiding burnout. They're crucial for accessibility too. Some folks might need to rest their eyes, stretch, or take meds. Others might use the time to catch up on captions or review materials.

Want to spice up your breaks? Try drop-in Q&A sessions or quick brainstorming discussions. It keeps things interesting and boosts engagement.

Clear Schedule

A clear schedule isn't a luxury - it's a must-have. It helps everyone plan their participation and manage their energy levels.

Here's how to nail your schedule:

1. Share it early

Send out your agenda at least 2 business days before the event. If you've got a lot of content, make it 5 days.

2. Be time zone friendly

Going global? Consider shorter days (like 10 AM to 3 PM ET) for more consistent attendance.

3. Structure smartly

For all-day events, try this format:

8:30 – 10:00 – First session (90 minutes)
10:00 – 10:30 – Break (30 minutes)
10:30 – 12:00 – Second Session (90 minutes)
12:00 – 1:30 – Lunch (90 minutes)
1:30 – 3:00 – Third Session (90 minutes)

4. Plan for questions

Don't save all Q&A for the end. Sprinkle question periods throughout, ideally after each main topic.

5. End early

Aim to wrap up about 5 minutes before the scheduled end time. It gives folks a breather before their next commitment.

Your virtual event's accessibility doesn't end when the live stream stops. Sharing materials afterward is key for everyone to benefit from the content.

Captioned Recordings

Captioned recordings are a must-have. Here's why:

Attendees can watch at their own pace
Deaf or hard-of-hearing participants can fully engage
Non-native speakers can better understand the material

Rev, a speech-to-text provider, says:

"Building an online portal for captioned recordings of the sessions from your event helps you get the most value out of your content."

To nail your captioned recordings:

1. Use pro captioning services for accuracy

2. Create an online portal for easy access

3. Use a video player with adjustable speeds and caption options

Pro tip: Add audio descriptions for visually impaired viewers. It's a game-changer.

Text Versions

Text versions are just as crucial as video. Here's how to do it right:

1. Transcripts

Full text transcripts of all sessions. Screen reader users and reading enthusiasts will thank you.

2. Slide Decks

Share accessible versions of presentation slides. Juliana Good, Founder of Neighborhood Access, says:

"If you can't share the exact materials, try to share a version with the same text. This ensures everyone has full access to all event materials, even if at different times."

3. Summary Documents

Create quick summaries of each session's key points. It helps attendees decide which full recordings to watch.

4. Blog Posts

Turn panel discussions or keynotes into detailed blog posts. It's a great way to repurpose content and boost discoverability.

Checking What Works

You've made your virtual event accessible. But did it work? Let's look at how to get feedback and use it to make your next event even better.

Getting Feedback

Feedback is key. It shows what worked and what didn't. Here's how to get it:

1. Quick Post-Session Ratings

After each session, ask attendees to rate their experience. Keep it simple:

Overall satisfaction
Content quality
Presenter effectiveness
Accessibility features

Use a scale rating system. It's fast for attendees and gives you clear data.

2. Comprehensive Post-Event Survey

Send out a detailed survey after the event. But keep it short. As Hrishikesh Pardeshi, Co-founder at Flexiple, says:

"Understanding the audience's take on the event is the best and perhaps the only way to conduct better events in the future."

Ask about:

Platform navigation
Accessibility features
Areas for improvement

Tip: Put the first survey question in your email invite. It can boost response rates by up to 22%.

3. Direct Outreach

For those who asked for specific accommodations, reach out personally. A quick call or email can reveal insights you'd miss in a general survey.

Making Things Better

Got feedback? Great. Here's what to do with it:

1. Analyze the Data

Look for patterns. Did many people have the same issue? That's your top priority.

2. Act on Actionable Feedback

Someone said the captions were too small? Fix it. Make a list of these quick wins for next time.

3. Test and Iterate

Before your next big event, run a small test. Try out your improvements and get feedback again.

4. Share Your Progress

Tell your audience you're listening. MIUSA does this well:

"MIUSA will continue to add information and resources to this page. In addition, MIUSA encourages people with disabilities to share feedback and/or additional recommendations for accessing virtual programming..."

This builds trust and encourages more feedback.

Wrap-Up

Making virtual events accessible isn't optional - it's a must. This guide shows how inclusive online gatherings benefit everyone, not just those with disabilities.

Here's a quick recap:

Plan ahead: Start with accessibility. Pick platforms with built-in features and budget for captioning and sign language interpretation.

Ask and listen: Use your registration form to collect accommodation requests. Juliana Good, Founder of Neighborhood Access, says:

"Use a simple form to collect accommodation requests, asking only for necessary information."

Be clear: Share accessibility info upfront. Tell attendees what you're providing and how to use it.

Offer options: Live captions, sign language interpreters, and chat features are key for full participation.

Make content work for all: Use easy-to-read slides and detailed image descriptions.

Keep improving. Get feedback after your event and use it. Rooted in Rights puts it well:

"Accessibility is a learning process. Even for disabled people, accessibility - and doing the work to make sure your own events are accessible - is a learning process."

Focusing on accessibility opens your events to more people and makes them better for everyone. The University of Iowa found that captions help all viewers retain more info, not just those who need them.

So, when planning your next virtual event, keep these ideas in mind. You'll see more engaged participants, better discussions, and a truly inclusive online space.

FAQs

How do I make my virtual meeting more accessible?

Making virtual meetings accessible isn't rocket science. Here's what you need to do:

1. Tell people what to expect

Don't make folks ask for help. In your invite, spell out what accessibility features you're offering. It's that simple.

2. Show them the ropes

Give people a tour of your meeting platform. A quick guide or video can work wonders.

3. Practice makes perfect

Set up a test run. It lets people iron out tech wrinkles and get comfy with the platform.

4. Turn on captions

Auto-captions and live transcription are game-changers. In Teams, it's just a click in the 'More Options' menu.

5. Be seen and heard

Speak clearly into your mic and make sure your face is well-lit. One person with hearing issues said, "Video calls are way more tiring for me than for most people."

Here's a cool fact: The University of Iowa found that captions help everyone remember more, not just those who need them. So, accessibility isn't just nice - it's smart.

How to make virtual meetings more accessible?

Want to take your virtual meeting accessibility up a notch? Here's how:

1. Don't wait, accommodate

Make your meetings inclusive from the get-go. Don't make people ask for what they need.

2. Give options

Offer live captions, sign language, and chat. Let people engage in ways that work for them.

3. Share stuff early

Send out materials before the meeting. It gives people time to review and come up with questions.

4. Train your crew

Make sure your team knows how to use the platform's accessibility features. Sheldon Lewis from accessiBe says, "New users might need help turning on the features they need."

5. Be there to help

Have someone on standby to tackle tech issues or accessibility problems during the meeting.

6. Ask for feedback

After the meeting, find out how it went. Use what you learn to make the next one even better.

Virtual Event Accessibility Guide: 5 Best Practices