When planning an event, it’s a good idea to consider accessibility from the very beginning. That includes everything from communication and participant registration to venue selection and the option for digital attendance.
With Conference Manager, you have several tools that help you accommodate different needs – without requiring complicated setups.
Here are 5 practical areas to keep in mind when planning your next event – and how the system can support you.
1. Choose an accessible venue – and communicate it clearly
Before booking a venue, make sure to check:
- Access options (ramps, elevators)
- Accessible restrooms
- Space for companions or assistive devices
- Parking and transportation options
Using Conference Manager:
➔ Add practical venue information and accessibility details to the event site or in the confirmation email
2. Ask about specific needs during registration
Accessibility starts with the registration form. Ask participants directly about:
- Needs for interpreters, companions, or assistive devices
- Allergies or special requirements
- Preference for digital materials or written communication
Using Conference Manager:
➔ Add custom information fields to participant categories – e.g. “Do you have any access requirements?”
➔ Fields can be shown, hidden, or made mandatory depending on your participant category
3. Make it easy to register a companion
Some participants may need to bring a companion to attend. The process should be simple and clear.
Using Conference Manager:
➔ Use the companion category – the system links the companion to the main participant, so you maintain full overview and reporting
4. Offer alternative formats – and visual support
Not everyone can easily read or follow a spoken presentation. By offering materials in multiple formats – and considering visual accessibility – you create a better experience for more participants.
Accessible practices might include:
- Providing materials as both PDF and plain text
- Adding subtitles to videos
- Considering sign language interpretation for talks or introductions
Using Conference Manager:
➔ Upload programme and information in various formats directly on the event site
➔ Use the Website Designer to ensure clear typography and high contrast
➔ Refer to video content or downloadable materials in the confirmation email or on the download page
5. Offer the option to attend online
Not everyone is able to attend in person. Offering a digital alternative makes your event more inclusive – regardless of location or ability.
Using Conference Manager:
➔ Create an online participant category and provide separate confirmations and materials
➔ Use the programme to show which sessions are available to online participants
➔ Add webinars so people can attend virtually
Small changes – big impact
Accessibility doesn’t have to involve complex technical solutions. With the tools in Conference Manager, it’s easy to:
- Identify participant needs
- Adjust registration and participation
- Communicate clearly
- And make everyone feel welcome
