Tips for Making Your Virtual Event Accessible

Over the past year there has been a major shift in how events are approached due to COVID and social distancing. Every business, non profit, school and family had to do a 180 degree pivot overnight as we went from in-person gatherings and events, to all virtual over Zoom and through computer screens. 

As we look for silver linings of the past year, the availability of virtual events has been a positive change for the disability community. Virtual events allow folx to attend without having to worry about physical barriers or travel, because they can join from anywhere. Many disabled and chronically ill people have had more access to events during the pandemic than at any other time.

Presently as states begin to open back up and move towards a new normal where in-person events are beginning to happen, we want to encourage you to continue to offer virtual events, as many high risk individuals and families are still isolating themselves. And because accessibility is critical no matter where you host your event, we’ve put together a checklist for you to ensure that your virtual event allows everyone to engage equally. 

Before the event:

Accessibility starts with planning. To create the most accessible and inclusive event so everyone can be included, you’ll need to collect information and plan out accommodations that will be universally helpful. This will help you create the most welcoming environment because you won’t have to react to people’s needs, potentially making them feel like a burden.

  • Share event details in advance:

Event Organizers should share details and plans of the event to attendees in advance. This should include the format of the event (discussion vs. listening to a presentation vs. an activity, or something else), and how long the event will run. People who need time to prepare beforehand can do so, and people who need to take breaks can plan them around the event schedule.

  • Provide materials in advance:

Provide a list of any materials needed for an activity, try to use activities  that can be completed using materials that would be readily available in the home. You can also mail or drop off materials to families ahead of time so they can get familiar with what will be used during the activity. 

  • Ask about accessibility needs: 

Email families asking if there are any accessibility needs that can be met including ASL interpretation, no flashing lights, accommodations for those using screen readers such as alt text paired with pictures, etc. Zoom and Microsoft Teams are regarded as the most accessible platforms.

  • Provide advanced notice about participation:

Give notice about questions that participants might be asked to respond to, even icebreakers (for example, “Everyone introduce yourself and say one fact about yourself”). This allows children and families to prepare answers, especially if using AAC (Alternative and Augmentative Communication) 

  • Create accessible visual content:

Ensure that any visuals have fonts that are easy to read (sans serif fonts are a good choice, at least 12 point), text is large, and has good contrast. The best is black text on white background, refer to this Visual Accessibility Guide.

During Event:

The ultimate goal of your inclusive virtual event should be to create a welcoming space for all and an environment that promotes equity in participation. When everyone can access and engage in the event, everyone wins. 

Keep the following in mind while you facilitate your event: 

  • Ensure that the host is in a well-lit space with a plain background. You can use a plain colored wall, hang a bedsheet or large piece of paper to create a background.

  • Make sure event speakers use a loud, clear voice and minimize background noise

  • Offer multiple ways for participants to interact, including voice speaking, using the chat box, holding up symbol cards, and gesturing

  • Always give an opportunity for participants to ask questions

  • Mute all participants except those speaking to keep background noise to a minimum so that participants can easily hear

  • If there is a method that will be used to vote or flag who can speak next, make sure all participants can access the process. Families can work with their children to prepare answers ahead of time. 

  • Read any comments that come through in chat out loud. 

If you host a virtual event and use these tips, let us know! We would love to feature you on our blog. 

Check out our previous other posts about creating accessible activities!
Accessible Activities - Autumn Edition!, Tips for Creating an Accessible Halloween for All, Creating an Inclusive Holiday

For Parents, Making Inclusive Spaces, ResourcesGuest User