Is Accessibility on Your Checklist?
Guest column by Peter Slatin, Founder & President, Slatin Group
Even when you are passionate about accessibility, it can be hard to know where to start when putting together an event. The good news is there’s a trick to turning off the anxiety and moving forward with purpose. It’s called a checklist. No doubt you already have extensive lists covering everything from the invitations and speakers to the seating and audio visual requirements. But is there a box for an often overlooked item – accessibility?
Creating or ensuring accessibility can be daunting at first. Yet once you break it down into manageable tasks that become part of your standard event prep, you will find that it becomes just that: standard.
As you get started integrating accessibility, here are a few things to keep in mind:
Finding a venue
When seeking a place to hold your meeting, ask each potential venue about physical accessibility in their spaces. Keep in mind your attendees’ full journey through the space including the parking lot, entryway, dining areas and restrooms. Does the entrance have an automatic door-opening mechanism? If not, then you’ll know to station someone there to assist wheelchair users or anyone with a mobility challenge. Are there “smart” elevators in the meeting facilities? Even when equipped with voice activation, these elevators can still pose a significant challenge. Place an attendant near them to assist guests who are blind or have low vision. If attendees need to be shuttled by van or coach for any reason, avoid disruptive experiences by doing your best to ensure that these vehicles have a wheelchair lift and a driver trained in operating the lift.
Invitations that include everyone
When sending invitations, keep it simple and straightforward. Clearly outline the necessary details in the body of the email and be sure to include information describing how people can request an accommodation. For example, include text such as:
We value inclusion and access for all people at this conference. To request an accommodation during the meeting, please email Jane Smith, jsmith@123company.com, by February 28, 2026.
If your invitation includes an image, add ALT TXT to the photo (a brief description of the image that is read by screen readers). Note that this step is not necessary for purely decorative images or design elements embedded in the invitation. Screen readers often have trouble reading PDFs, so do your best to provide these in an accessible format.
While you can control the design of your invitation, you may have far less control over the registration platform or widget your attendees will be using to sign up for your event. Always provide an email address for people to register. If there is a registration fee, offer a choice of paying on arrival/check-in or via an online platform.
Preparing for presentations
If you are using an auditorium, does it have accessible seating? Evaluate where the accessible seating is located. Do attendees in wheelchairs have a clear view of speakers and presentations? Consider allowing attendees to reserve accessible seats ahead of time, along with seating for a companion or caregiver.
Does the room have a hearing induction loop that boosts hearing aid capability? Is there an ASL interpreter or CART (Communication Access Realtime Translation) available if needed? Advise all presenters to use high contrast colors and larger fonts and to refrain from using flashing graphics during slideshows and videos.
Next, think about the presenters themselves - avoid uncomfortable situations by making sure the stage is accessible to all speakers.
Digital materials
From marketing announcements and invitations to registration forms and agendas, make your digital materials accessible for screen reader users. Can everyone access all the information they need? Ensure links can be properly activated with a click, images have ALT TXT and videos have audio descriptions. When linking information, make sure that the text for the link is descriptive. For example, if you are sending the schedule for workshops, instead of writing “click here” to access the link, write “view the workshop schedule.”
Dining spaces
When sending out invitations, ask guests to indicate dietary preferences with their RSVP or registration. Think about the seating in the dining spaces since this is often where uncomfortable interactions occur. Are wheelchair users able to remain in their own equipment or do they have to transfer to in-house seating? Is food going to be served at the tables or in a buffet? Keep in mind that attendees with disabilities my need help to navigate the buffet. Are the servers trained to assist blind and low vision guests and to ask guests if they need assistance with a simple, “May I help you?”
Planning for accessibility
Adding accessibility to your planning process is part of delivering a great, inclusive meeting. Remember - this is a learning curve - don’t let pursuit of perfection get in the way of making improvements. Inevitably, there will always be something new to learn and more processes to improve. Your efforts and attention to accessibility will be appreciated, and the results will be rewarding. Congratulations!
We at Westchester County Film & Tourism are in this journey with you, and we are ready with accessibility resources and knowledgeable professionals that can guide you past roadblocks along this path. Together with you, we are committed to becoming one of New York’s most accessible meeting destinations.
