As an event organiser, your website serves as the primary gateway for users to access event details, register, book travel, and stay informed. But if your website isn’t accessible, it can create significant barriers for individuals with disabilities - preventing them from fully participating in your event experience.

With the European Accessibility Act coming into effect on 28th June 2025, ensuring your event website meets accessibility standards isn't just good practice—it's becoming a legal requirement. The EAA applies to e-commerce sites, including event booking platforms, with at least 10 employees and an annual turnover of at least €2 million.

Beyond compliance, creating accessible event websites opens your events to a broader audience, improves user experience for everyone, and demonstrates your commitment to inclusive event management. This guide will help you implement accessibility best practices that benefit all your attendees whilst meeting regulatory requirements.

1. Write Descriptive Alt Text for Images and Graphics

Event websites rely heavily on visual content. Write meaningful alt text for, here's some examples:

• Speaker photographs: "Dr Sarah Johnson, keynote speaker, smiling in professional headshot"
• Venue images: "Grand ballroom with round tables set for 200 guests, stage with projection screen visible"
• Event graphics: Describe key information rather than just "event poster"
• Sponsor logos: Include the sponsor name and context
• Charts and infographics: Describe the data being presented

Avoid redundant phrases like "image of" or "picture showing"— screen readers already announce it's an image.

2. Ensure Sufficient Colour Contrast

Many attendees may have visual impairments or colour blindness. 

• Review your brand colours and design elements to ensure sufficient contrast between text and backgrounds (this is particularly important for buttons, links, and vital information)
• Verify that important information isn't conveyed through colour alone (consider adding text labels, icons, or patterns as well
• Event branding colours should meet accessibility standards

 

Use colour contrast checking tools to verify your event branding meets accessibility requirements.

3. Select Clear, Readable Fonts

Event information must be easily readable across all devices and abilities. Choose fonts that enhance readability:

• Sans-serif fonts: Arial, Helvetica, Verdana work well for event websites
• Avoid decorative fonts: For body text, speaker information, and important details
• Use text, not images: For event schedules, pricing tables, and important information

4. Make Event Media Accessible

Event websites often include promotional content and speaker presentations:

• Video captions: For promotional videos, speaker interviews, and event highlights
• Audio transcripts: For podcasts, recorded sessions, or audio announcements
• Audio descriptions: For visual content that conveys important information
• Alternative formats: Offer event programmes in multiple formats

 

5. Set Appropriate Language Settings

Proper language settings help assistive technologies interpret your content correctly:

• Primary language: Set to British English for UK events
• Multiple languages: If offering multilingual content, mark each section appropriately 
• Regional variations: Consider "en-GB" for British English to ensure proper pronunciation
• Currency and dates: Format appropriately for your target audience

6. Ensure Document Accessibility

Event organisers often provide downloadable resources. You should review all images, videos, and documents to ensure they have proper descriptions/captions. In addition you should audit any PDFs, documents, or files hosted on your site (speaker bios, schedules, venue maps, terms & conditions) to ensure they're accessible or have accessible alternatives. 

• Programme PDFs: Use proper headings, alt text for images, and logical reading order
• Speaker presentations: Ensure PowerPoint slides are accessible with alt text and clear structures
• Terms and conditions: Use headings and lists for easy navigation
• Venue maps: Provide alternative text descriptions or HTML versions
• Accessibility guides: Create accessible versions of event accessibility information

 

7. Include an Accessibility Statement on your website

Your event website should include a comprehensive accessibility statement that covers:

• Your commitment: Clear statement about your dedication to accessibility
• Current compliance level: Honest assessment of your website's accessibility status
• Known issues: Any accessibility barriers you're working to resolve
• Contact information: How users can report accessibility problems or request assistance
• Feedback process: How you handle and respond to accessibility concerns
• Regular updates: Commitment to ongoing accessibility improvements

 

Place this statement prominently on your website, ideally linked from your main navigation or footer.

8. Communication Considerations

• Use plain English in all communications
• Provide information in multiple formats
• Use inclusive imagery

To help you systematically address accessibility on your event website, use this practical checklist:

Content & User Experience Audit

• Conduct a comprehensive review of your current website content and user journeys for potential accessibility barriers
• Test your booking and registration processes with different user scenarios in mind, including keyboard-only navigation
• Walk through your entire event information flow from discovery to post-event communication

Visual Design & Brand Compliance

• Review your event brand colours and design elements to ensure sufficient contrast between text and backgrounds
• Pay particular attention to buttons, links, and key information areas
• Verify that important information isn't conveyed through colour alone—consider adding text labels, icons, or patterns as additional indicators
• Test your design in different lighting conditions and on various devices

Media & Document Accessibility

• Review all images, videos, and promotional content to ensure they have proper descriptions and captions
• Audit any PDFs, documents, or files hosted on your site including speaker bios, event schedules, venue maps, and terms & conditions
• Ensure all downloadable content is accessible or provide accessible alternatives
• Check that embedded videos have captions and transcripts available

Third-Party Content Management

• Review any third-party links or embedded content to understand their accessibility status
• Verify compliance responsibility for third-party plugins, booking systems, or payment services you're using
• Maintain a list of all external services and their accessibility commitments
• Have fallback options available if third-party services aren't fully accessible

Documentation & Communication

• Create and publish a comprehensive Accessibility Statement that outlines your commitment to accessibility
• Include your current compliance status and contact information for reporting issues
• Ensure the Accessibility Statement is easily findable from your main navigation or footer
• Establish a clear, responsive process for users to report accessibility issues and request assistance

Professional Support & Training

• Consider engaging professional accessibility consultation and content review service
• Provide basic accessibility training for all team members who create or manage website content
• Include accessibility requirements in contracts with web developers, designers, and content creators

Establishing Long-Term Accessibility Management

Regular Review Processes

• Schedule quarterly accessibility audits to identify and resolve issues proactively
• Create an accessibility testing routine for all new content before publication
• Implement systematic checks for major website updates or redesigns
• Monitor user feedback and accessibility-related support requests

Essential Testing Tools

To support your ongoing accessibility efforts, familiarise yourself with these free testing tools:

• WAVE Web Accessibility Evaluator: Comprehensive accessibility analysis
• WebAIM Color Contrast Checker: Verify colour contrast ratios
• Colour Contrast Analyser: Desktop tool for contrast checking
• NVDA Screen Reader: Free screen reader for testing

Important Compliance Reminders

• Third-Party Responsibility: Remember that you as the event organiser remain responsible for overall site compliance, even when individual components or services may not be fully accessible. Always have alternative methods available for users who encounter barriers.
   
• Ongoing Process: Implementing website accessibility is an ongoing commitment, not a one-time project. Start with the most critical areas—registration flows and key event information—then systematically improve other aspects of your site.
   
• User Testing: Consider conducting user testing with people who have disabilities to understand real-world challenges with your event website. Their insights are invaluable for creating truly accessible and inclusive experiences.

Remember, accessibility benefits everyone. Clear navigation helps stressed event attendees find information quickly. Good colour contrast improves readability in bright exhibition halls. Well-structured content helps everyone understand your event programme.

By prioritising accessibility, you're not just meeting legal requirements—you're creating inclusive events that welcome all attendees and demonstrate your commitment to professional, thoughtful event management.

Need more information? 

Speak to a member of the team or your account manager if you'd like more help. 

Contact Us

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This guide provides general accessibility recommendations and should not be considered legal advice.

For specific compliance requirements under the European Accessibility Act, consult with legal professionals familiar with accessibility legislation in your jurisdiction.