Designing for Accessible Experiences

During Covid I was diagnosed with a disease that is unpredictable and affects each patient differently – some people are mildly affected, while others may lose their ability to write, speak, walk, or cope with all-consuming exhaustion. Returning to the work I’ve done my entire career at in-person events was anxiety-producing and ultimately devastating because I wasn’t prepared for the impact of my new condition. I couldn’t walk as far or as much as needed in Las Vegas and didn’t have the energy to endure the endlessly long days required by conference attendance. I felt unable to participate to my former ability.

It truly amped up my empathy for my peers also dealing with issues of inclusivity at conferences and events. By now most of you know what comprises an inclusive culture, and for our purposes inclusive events, but here’s a quick refresher. Accessibility is the practice of designing everything so everyone can use them equally. There are also other factors like diversity, where our myriad of varied identities and differences are represented collectively and individually. And equity that works towards fair treatment, equality of opportunities, and fairness in access to information and resources. In other words, inclusion builds a culture of belonging by actively inviting the contribution and participation of absolutely every person.

“For me personally, my concerns center on providing equal access to everyone along the continuum of human ability and experience. That is what accessibility represents.”

And it’s not simply the inability to walk as far or as much as is required due to a medical condition. My team secured an all-terrain scooter for me and made sure to point out spots with ample seating so I could rest throughout the day. I noticed people who were pregnant desperately looking for a stool to lean on or a chair to sit down. A woman in the restroom was looking for a sharps disposal container for her insulin syringe. And I bonded with other attendees in scooters dealing with the aftermath of long Covid. I’m sure there were even more hidden medical conditions other than Type 1 or Type 2 Diabetes, and weakened immune systems.

Accessibility needs are incredibly varied and it’s difficult to think through all the needs of your event audiences. Here are just a few of the ways to convey that all of your attendees matter:

For attendees who are vision impaired, who are blind or have low vision such as color blindness, lack of depth perception, or sensitivity to light:
- Provide screen reader compatibility
- Print on matte vs glossy paper
- Provide image descriptions
- Increase print size to large print
- Offer sighted escorts

For attendees who are deaf or hard of hearing such as those with slight hearing loss to total deafness, or even tinnitus:
- Provide closed captioning in sessions
- Include ASL sign language interpreters in sessions
- Provide digital communication
- Offer notetakers

Attendees with mobility disabilities that include temporarily limited mobility such as with a broken limb, or permanent, mild, severe, including not only movement through a space but possibly even difficulty using a computer mouse:
- Include spaces with low-height counters
- Work with the venue to offer accessible paths and restrooms
- Set aside reserved seating for those with mobility issues

Attendees that may have intellectual & developmental disabilities (ADHD, Autism, Dyslexia, TBI):
- Provide a lending library of noise-canceling headphones
- Customize content for attendees with intellectual or developmental disabilities
- Allow ample time for breaks

Mental wellness (more prevalent than ever due to the pandemic) including anxiety, depression, PTSD, and substance abuse:
- Incorporate quiet spaces into your environmental design
- Provide “What to Expect” information or even a page on your event’s website to alleviate anxiety over the event plan
- Offer non-alcoholic beverages, merchandise, or swag
- Include grounding activities in your agenda such as guided meditation or morning yoga

For those of us involved in planning and creating event marketing experiences, incorporating accessibility starts early in the process. Include considerations like those listed above in your initial budgets. Design holistically with accessibility in mind throughout every aspect of your attendee journey. Make accessibility “visible” by engaging speakers, agencies, and employees with disabilities. There are so many great accessibility advocates and experts available to assist you in ensuring your planning and budgeting incorporates seamless ways to make everyone feel welcomed and considered. If your teams are aware throughout the process, they can help you make accessibility considerations part of your standard operating procedures.

There are so many fantastic examples of brands that have designed for the accessibility needs of their attendees. Here are just a few examples:

With marquee brands like Tableau, Salesforce, Dell Technologies, and Microsoft demonstrating compassionate accessibility components to their events, consider following their example. For those of us who need a little extra help, it may mean the difference between attending or not attending a conference.

If you’d like to learn more on designing inclusive, accessible events, check out InVision’s webinar with expert Amy Wood, Accessibility Manager at Salesforce.

Designing for Accessible Experiences

08.16.22