Making an event accessible means planning for how people will register, enter the venue, hear the program, see the content, participate, and receive help.
It is not something to check a few days before the event.
According to Cvent’s 2026 Global Planner Sourcing Report, 74% of planners say they are prioritizing accessibility more than they did in previous years.
For nonprofits and associations, this is especially important. Your events may serve members of different ages, abilities, locations, and technology comfort levels. If someone cannot hear, read, navigate, or participate, they are not receiving the full value of the event.
Here are five ways to build accessibility into your production plan.
1. Ask About Accessibility During Registration
Give attendees a clear, private way to tell you what would help them participate fully.
That may include:
- Captioning or interpretation
- Accessible seating
- Mobility assistance
- Large-print or digital materials
- Dietary requirements
- A quiet or sensory-friendly space
- Help using the virtual platform
Someone on the event team should be responsible for reviewing requests, communicating with attendees, and confirming arrangements.
Collecting the information is only the first step. The follow-through is what matters.
2. Make Clear Audio a Priority
Good audio benefits everyone, but it is essential for attendees using captions, interpretation, assistive listening devices, or recordings.
Use microphones consistently, even when a speaker believes they can project without one.
Your production team should test:
- Stage and audience microphones
- Video playback
- Remote-speaker audio
- Captioning and interpretation feeds
- Assistive listening systems
- Recording levels
If audience questions are part of the program, decide how those questions will be heard by everyone in the room and online.
3. Prepare Captions and Accessible Content
Automatic captions can help, but names, acronyms, and industry terms are often misunderstood.
Provide captioners or captioning tools with speaker names, session titles, organizational terms, and technical vocabulary in advance.
Speakers should also receive clear presentation guidelines:
- Use large, readable text
- Maintain strong color contrast
- Avoid overcrowded slides
- Caption prerecorded videos
- Describe important charts and images aloud
- Explain acronyms and specialized terms
- Share materials ahead of the event when possible
The World Wide Web Consortium’s event-accessibility guidance also recommends giving materials to participants, interpreters, and captioners before the presentation.
4. Test Accessibility During Rehearsals
A rehearsal should test more than speaker timing.
Confirm that captions appear correctly, slides remain readable, videos contain captions, interpreters receive the proper audio, and remote participants can hear and participate.
Also test the attendee journey:
- Can people find the correct entrance or event link?
- Can they locate accessible seating and restrooms?
- Can virtual attendees enable captions?
- Do attendees know how to request help?
- Is there a backup if an accessibility tool fails?
Finding these problems during rehearsal gives the team time to correct them before the audience arrives.
5. Provide More Than One Way to Participate
Not everyone is comfortable approaching a microphone, joining a crowded reception, or responding immediately in front of a group.
When possible, offer:
- Spoken and written questions
- Live and on-demand access
- Large-group and small-group discussions
- Digital and printed materials
- Structured and informal networking opportunities
Providing options does not complicate the event. It allows more people to participate in a way that works for them.
Accessibility Reflects Your Mission
Nonprofits and associations frequently talk about community, education, inclusion, and access. The event experience should reflect those values.
Accessibility is not separate from professional production. It affects the venue, registration, audio, visuals, speaker preparation, technology, rehearsals, and live execution.
After producing more than 500 events, I have learned that the best attendee experiences begin with thoughtful planning.
Jumpwire Media helps nonprofits and associations coordinate the production details that allow more people to hear the message and participate fully.
Schedule a free consultation with Jumpwire Media to discuss how accessibility can be built into your next event from the beginning.
Frequently Asked Questions
How do you make an event more accessible?
Build accessibility into registration, venue selection, audio, captions, presentation materials, technology, rehearsals, and attendee support.
Should accessibility be tested during an event rehearsal?
Yes. Test captions, audio, slides, videos, interpretation, virtual access, and the process attendees will use to request help.
Do accessible event features benefit everyone?
Yes. Clear audio, readable slides, captions, simple instructions, and multiple participation options improve the experience for the entire audience.
