Accessible events

In-person events

When planning an in-person event, make sure the space and experience are inclusive and accessible for all attendees, including people with disability.

Make your venue accessible

• Choose a venue with step-free entry, accessible bathrooms, and nearby public transport.
• Ensure all rooms, including breakout spaces and catering areas, are accessible.
• Share venue access information with attendees ahead of time.

Support your attendees

• Ask attendees about their accessibility needs when they register (e.g. AUSLAN interpreters, wheelchair access).
• Begin the event with a short orientation from the host. This should include the room layout, locations of breakout rooms, toilets, meal areas, fire exits and emergency procedures.
• Use plain English in all written materials and ensure they meet WCAG 2.1 AA standards. For more guidance, visit WCAG 2.1 at a Glance and How to meet WCAG 2.1.
• Brief presenters on attendee accessibility needs and encourage them to speak clearly, use inclusive language and avoid jargon.
• Describe what’s happening during the event, including visuals or on-screen content.
• Ensure presentations are accessible. For tips on PowerPoint, Word and other formats, visit the accessible documents page.

Online and hybrid events

When running online or hybrid events, there are additional steps you can take to improve accessibility.

Choose accessible software

Use video conferencing or webinar tools that meet WCAG 2.1 AA standards.

• Choose platforms that don’t require attendees to download software or plug-ins. These create extra barriers.
• Check if the software offers features like live captions or screen reader support.
• Share information about available accessibility features with attendees.

Test and prepare

• Test your software before the event with users, especially those with accessibility needs.
• Provide an alternative option (like dial-in by phone) if someone can’t access the platform.

Run your event accessibly

• At the start of the session, explain how people should participate (e.g. identifying themselves before speaking).
• Ask attendees to speak slowly and clearly. This helps everyone and improves captioning accuracy.
• If someone has a poor internet connection, ask them to turn off their camera and microphone until they need to speak. This can help improve their connection.