Just as many other aspects of our work and life have shifted in the digital realm, so have our events. But with this convenience comes a responsibility: making both large and small events digitally accessible to all attendees, including those with disabilities, so they can participate and engage effectively.
In this blog, we will explore the important details you need to know to ensure your next virtual event is a truly inclusive environment for participants from diverse backgrounds.
What are accessible and inclusive events?
Inclusivity means making sure everyone, including those who might not have had the same chances before, has the same opportunities and access to things.
When planning your events, it’s crucial to consider the needs of every attendee. However, sometimes not all attendees receive the representation and accommodation they deserve.
Attendees from various backgrounds should receive equal attention and comfort at your event. As an event marketer, this entails deliberately creating an accessible virtual event where everyone:
Feels equally valued
Is free to be their true self
Has the same event opportunities as the person to their left and right
Now, here comes the good news: Attendees are much more likely to consider virtual events inclusive compared to in-person ones.
As an example, based on a survey conducted by the disability-inclusive design testing platform Fable, 40% of participants found virtual events significantly more accessible than in-person ones, 49% found them slightly more accessible, and 11% found them equally accessible.
Everyone found them to be equally or more accessible.
So, if you’re already excelling in hosting virtual events, you’re already ahead. But why not push further?
If you’re reading this, you’re likely eager to enhance accessibility and inclusivity at your events even more.
This 9-step checklist is an excellent starting point.
Let’s delve into planning more inclusive virtual events, ensuring everyone feels valued and can fully engage.
Step 1: Establish Your Goals and Objectives
Before getting into the details of planning, begin by clearly defining the goals and objectives of your event. Knowing the purpose of your virtual event will steer your decisions as you plan. For example, are you conducting a webinar to educate a diverse audience on a specific subject, or are you arranging a social gathering to celebrate a common interest? Understanding your goals will enable you to customize the event to meet the requirements of your target audience.
Step 2: Understand Your Audience
To achieve inclusivity, it’s vital to know your audience well. Who are the attendees of your virtual event? What do they need, like, and expect? Take into account their demographics, language choices, and accessibility needs. This knowledge will allow you to tailor the event to accommodate the varied requirements of your participants.
Step 3: Choose an Inclusive Virtual Event Platform
Choosing the appropriate virtual event platform plays a crucial role in promoting inclusivity. Make sure the platform you select provides functions such as closed captioning, compatibility with screen readers, and support for multiple languages. Test the platform’s accessibility features to ensure a smooth experience for all participants. If your event includes interactive elements like polls or breakout sessions, ensure they are designed with inclusivity as a priority.
Step 4: Create Accessible Content
When developing event materials, make virtual event accessibility a top priority. Use straightforward and easy-to-understand language in all communications. Include transcripts, captions, or sign language interpreters for videos and presentations. Use high-contrast and legible visuals, and provide alternative text for images. Also, think about providing content in various formats to cater to different learning preferences.
Step 5: Promote Early Registration and Engage with Your Audience
To enhance inclusivity, promote early registration and outreach efforts. Allowing participants to register in advance enables you to collect accessibility needs and prepare for them beforehand. Ensure your marketing and outreach materials are accessible to a wide audience and are available in multiple languages if needed.
Step 6: Create a Code of Ethics
Create a set of guidelines for your virtual event that clearly defines expected behavior and interactions. This helps establish an atmosphere of inclusivity, respect, and safety for everyone involved. Consistently enforce these guidelines and ensure there are clear reporting channels to address any issues that may come up.
Step 7: Plan for Engagement and Active Participation
Design your event to foster active participation and connection among attendees. Explore various avenues for interaction, like chat rooms, forums, and Q&A sessions. Encourage all participants to engage and share their thoughts, and create plenty of chances for networking and building a sense of community.
Step 8: Provide Flexible Timing
Acknowledge that your audience may be spread across different time zones and have diverse schedules. Aim to schedule your virtual event at a time that suits the majority of participants. Alternatively, provide on-demand content for those who are unable to join live.
Step 9: Gather Feedback
Once your virtual event wraps up, gather feedback from attendees. Inquire about their experiences and gather suggestions on how to enhance inclusivity. Utilize this feedback to improve and fine-tune your upcoming events.
Conclusion
With so many elements to consider when planning and executing a phenomenal virtual event strategy, it’s easy to overlook what truly matters. However, ensuring your event is fantastic for everyone is just part of the daily grind.
At ibentos, we take pride in offering AI-powered products to revolutionise events that empower businesses to maintain accessibility and inclusivity. However, technology is just one piece of the puzzle. For events dedicated to every attendee’s experience, there’s still much to do. Our commitment to creating exceptional event experiences goes beyond technology, encompassing a holistic approach that prioritizes inclusivity and engagement at every step.