You log into a virtual event, ready to engage. Captions? Check. Screen reader compatibility? Supposedly. But as the session starts, you struggle to keep up. The captions lag, the platform’s navigation is a maze for your keyboard, and the networking session is a free-for-all where accessibility is an afterthought.
This is the accessibility illusion, where events technically meet compliance standards but still fail the people they’re supposed to include. And it’s why digital accessibility in events must be more than just a checklist.
Accessibility isn’t about ticking WCAG 2.1 boxes or adding an afterthought captioning service. It’s about designing experiences where everyone can participate fully, regardless of ability. That’s the difference between performative compliance and real inclusion.
Let’s break down what true digital accessibility in events looks like: what’s broken, what works, and how to actually make it happen.
Why Digital Accessibility in Events Still Fails
The biggest mistake event organizers make is that they treat accessibility like a legal requirement instead of a user experience strategy.
Here’s where most events go wrong:
1. The “One-Size-Fits-All” Approach
Accessibility isn’t just captions and screen readers. Different disabilities require different solutions.
Someone who’s blind might need screen reader compatibility, while someone with ADHD benefits from clear navigation and distraction-free design.
Assuming one fix works for everyone excludes more people than it helps.
2. Accessibility Is an Afterthought, not a Strategy
Most event platforms weren’t designed with accessibility in mind, features are patched in later.
Captions are added but aren’t accurate. Keyboard navigation exists but isn’t usable.
By the time organizers realize there’s an issue, it’s too late to fix.
3. Networking and Engagement Are Still Inaccessible
Most virtual event platforms prioritize engagement for the able-bodied majority.
Breakout rooms lack text-based options. Chat features aren’t screen-reader friendly.
Attendees with disabilities often have fewer opportunities to connect.
So how do we fix this?
How to Make Digital Accessibility in Events More Than Just Compliance
Most event planners believe accessibility means adding captions, supporting screen readers, and calling it a day. But true digital accessibility in events isn’t a feature, it’s a framework. It’s not about doing the bare minimum. It’s about designing every touchpoint of an event to be intuitive, inclusive, and seamless for every attendee, regardless of ability.
It’s about removing frustration, improving engagement, and making events more valuable for everyone. So, let’s ditch the checkbox mentality and rethink what accessibility actually looks like in a digital event.
1. Choose an Event Platform That Actually Works
Most event platforms will claim they’re accessible. But accessibility isn’t just about whether a platform has a few compliance-friendly features; it’s about whether those features work in a real-world setting.
Here’s what a truly accessible event platform should have:
Screen reader support that functions seamlessly. Test it on JAWS, NVDA, VoiceOver, and TalkBack. Some platforms claim compatibility but break when navigating key areas.
Keyboard navigation that’s actually usable. It’s not enough to say “keyboard shortcuts work”, if attendees can’t smoothly navigate sessions, chat, and networking areas without a mouse, it’s a failure.
Live captions with near real-time accuracy. Auto-generated captions are notoriously unreliable. Use AI-powered or human-reviewed captions to ensure precision.
High contrast, resizable text, and simplified layouts. Attendees with visual impairments need flexibility, text should adjust without breaking the interface.
Before locking in an event platform, test it with actual users who have disabilities. The only way to know if something truly works? Ask the people who rely on it.
2. Make Content Work for Every Attendee
Even if your platform is accessible, poorly designed content can still exclude people. Presentations, documents, and visuals must be deliberately created for inclusivity.
Here’s how to make sure your content is accessible:
Use clear, simple language. Jargon and overly complex sentences create cognitive barriers. If you can say it in fewer, clearer words, do it.
Alt text for every visual. Think of alt text as storytelling, describe what’s important in an image. If the image conveys a message, your description should too.
Full transcripts for all video and audio content. Captions are good, but they only help during playback. Transcripts make content searchable, skimmable, and permanently accessible.
ASL interpretation for live sessions. Many event planners skip this because of cost. But if your event is meant to be truly inclusive, this is a necessity.
If your presenters use slides, make sure they verbally describe key visuals, so screen reader users don’t miss out on context.
3. Rethink Networking to Be Inclusive
If your event’s networking tools are designed only for the able-bodied majority, then you’re excluding a massive audience. Digital networking should enable meaningful connections for everyone, not just the people who can quickly type, speak, or navigate chaotic breakout rooms.
Here’s how to make networking work for all attendees:
Text-based chat and direct messaging, beyond just video. Some attendees may have hearing or speech impairments or just prefer non-verbal interaction. Give them options.
Breakout rooms with accessibility indicators. Let attendees see which rooms support screen readers or offer text-based discussions before joining.
Built-in moderation tools to prevent unintentional exclusion. Some live chats move too fast for screen readers or neurodivergent attendees to process. Slow-mode, message threading, and read-aloud options help keep everyone in the conversation.
Use AI-powered voice-to-text messaging to allow seamless participation for attendees who struggle with typing but prefer non-verbal communication.
4. Accessibility Starts Before the Event, Not During
Most accessibility mistakes happen before the event even starts, when people don’t know what to expect, can’t test the platform, or don’t get the support they need to participate fully.
Here’s what proactive accessibility looks like:
Registration forms should ask for accessibility needs upfront. Many attendees won’t reach out for accommodations if they have to ask, make it part of your standard process.
Offer pre-event platform testing. Attendees with disabilities should be able to test drive your platform before the event so they’re not left struggling once it starts.
Publish a clear accessibility guide. Let attendees know:
- What accessibility features are available.
- How to navigate the platform.
- Who to contact if they need help.
Provide a pre-event tutorial video on how to use accessibility features because if people don’t know a feature exists, they won’t use it.
5. Accessibility Doesn’t End When the Event Does
Too many event planners forget accessibility the moment an event ends. But the people who couldn’t attend live, who need additional accommodations, or who want to engage later still matter.
Here’s how to ensure continued accessibility after your event:
Recorded sessions should have captions and transcripts. No exceptions. If you’re providing post-event content, it must be accessible.
Asynchronous engagement options. Not everyone can participate in real-time. Offer discussion boards, post-event Q&As, and message threads for ongoing interaction.
Collect accessibility feedback and act on it. Instead of just asking generic feedback questions, ask:
- Were accessibility features easy to use?
- What barriers did you experience?
- What could be improved?
If you truly care about accessibility, hire accessibility consultants with disabilities to review your event experience. Lived experience matters more than theory.
The Future of Digital Accessibility in Events
Digital accessibility is about inclusion, business, engagement, and reputation.
Organizations that prioritize accessibility meet compliance standards and they:
Reach wider audiences (1 in 4 adults in the U.S. have a disability).
Boost engagement and retention (because accessibility improves UX for everyone).
Show they care about their attendees.
So, the next time you’re planning a virtual or hybrid event, ask yourself: Are you just checking compliance boxes, or are you building an experience where everyone belongs?
If you’re ready to host an event where everyone can truly engage, let’s talk. Glue Up’s event platform is built for real accessibility, without the gaps.
Book a demo today and see how digital accessibility in events should really work.
