The best solution is an event that’s available both in-person and virtually.

Having events only in-person should no longer be the default option.

As a consequence of the COVID-19 pandemic, virtual events have become much more popular. This has been an incredible opportunity for many people with disabilities to become more involved in their communities.

Many people – with and without disabilities – find online, virtual events more accessible than in-person events. Virtual events are inclusive for people with disabilities who might have otherwise struggled to access an in-person only event due to issues with energy, personal care attendant availability, transportation, choice of venue, or simple preference.

At the same time, many other people have missed in-person events and the opportunities they provide for easy socializing, networking, or catering to a specific learning style.

For your in-person event:

Choose a venue that meets ADA guidelines for accessibility. For mobility, this means that at minimum, it has an elevator and ramps as well as stairs, and doors that can be opened with touch-pads on the walls.

Now, envision how a guest using a wheelchair, cane, or walker, is going to navigate your event.

Take the path from the parking lot to the venue, and into the room yourself, with the following checklist. Notice how you move through the space. Think about height. Think about carrying capacity. Imagine how your guests might socialize.

• Is there disabled parking close to the venue?
• Are there curb cuts from the parking lot to the sidewalk?
• Where will you place any signage so they’re both noticeable and don’t block traffic? Think about both outside and inside your venue.
• The room you’re using inside the venue: how will the door open? Will you opt for propping it open?
• How will the chairs and tables in your space be laid out so that there’s enough room between them, or between rows, for guests with mobility aids to move safely? (Note: “safely” means not just physical safety, but in a way that does not feel stressful or dangerous).
• If your speaker(s) use a mobility aid, is the podium adjustable based on their most comfortable height? Will they be speaking from a wheelchair or a stationary chair? Are the microphones adjustable?
• If you have handouts, where can you put them so they can be grabbed by a person in a wheelchair?
• If you have refreshments, where can you put them so they can be grabbed by a person in a wheelchair?
• Will you have a greeter at or near the door who is available to clear a path, or carry things for guests who might need an extra hand?
• Where will guests with wheelchairs or other mobility aids sit in the venue room? Will you reserve space up front? How much space will be between the rows of chairs provided for guests?
• If your event will feature interactive activities (such as icebreakers with physical interaction like drawing on butcher paper or sticking dots on boards), how can you craft an activity that includes people with limited mobility or mobility aids?
• If your event will feature a social activity, such as general mingling, what features of the venue lend themselves to including people with limited mobility, or mobility aids? In order for many people in wheelchairs to talk face-to-face with other people, the other people must be sitting. Are there ways to facilitate seated socializing at your venue?

For your digital event:

Guests with mobility disabilities might be participating with a non-mouse navigation tool, such as a head pointer, voice commands, or keyboard-only navigation.

• Ensure you’re hosting the event on a platform that’s compatible with non-mouse navigation tools. By default, this includes Zoom, Google Meet, and Microsoft Teams.
• As you plan activities for your digital event, such as having guests introduce themselves in chat, or submit words for a word cloud, slow down. Leaving a little extra time for everyone to participate helps guests with mobility disabilities who might type or input information at a different speed than guests using a keyboard or mouse.
• Think about how much you want to ask your guests to type out during an event. For a lot of people, typing can take extra effort or time.
• If you’re planning an activity at your digital event that relies on a tool outside of the videoconferencing software, make sure that tool is entirely accessible. As of Spring 2023, both Zoom’s polling tool and Mentimeter work with non-mouse navigation, but neither Padlet or Jamboard do. Do your research ahead of time!

For both in-person and digital events:

Ensure all visual information (e.g., signs, schedules, PowerPoint) is accessible (e.g., accessible digital versions of written information, read aloud text on slides, describe visuals, use sans serif fonts, high contrast, and good lighting).

Many people with blindness and low vision access information through assistive technology. This computer technology magnifies and/or reads information aloud. Unfortunately, not all digital content is prepared for access through assistive technology (i.e. alt text descriptions of images, accessible PDFs). 

It’s not always apparent if someone is blind or has low vision.

Recognize that each person’s access needs, preferences, and assistive technologies vary. What works for one blind person may not work for another.

For both in-person and digital events:

• Lighting, sound, smells, and other environmental considerations that may interfere with attendees’ meaningful participation in events. This is based on people having different sensory processing needs.
• Think about the complexity of your registration workflow, instructions, reminders, and the format in which content is presented. People have different capacities for executive functioning.
• Given that all participants learn differently, with or without learning disabilities, event content should be provided using principles of Universal Design. This means offering multiple options to participate in all aspects of your event. This includes providing information in multiple formats (ie text, pictures, video), providing multiple modes of participation, including spoken speech, written, gestural, and technology.
• In addition to those with vision-related disabilities, many neurodivergent people use closed-captioning for a myriad of reasons. Captioning can support auditory processing differences in addition to focusing attention. When setting up Zoom meetings, organizers need to enable closed-captioning at the time of setting up the meeting.