Karl Groves
When planning a successful event, whether it’s a conference, trade show, community meetup, or performing arts event, inclusivity should be top of mind. Making your event accessible to everyone is not only a legal obligation in many regions but also the right thing to do. A critical piece of this puzzle is ensuring your event registration process is fully accessible.
The Importance of Using an Accessible Event Management Platform
Accessibility begins before the event day — it starts when potential attendees are interacting with your registration platform. An accessible event registration system ensures that everyone, regardless of their abilities, can sign up without frustration. If your registration process excludes individuals, you not only miss out on attendees, but you also send a message that their needs haven’t been considered. In short, accessible registration builds trust, boosts inclusivity, and expands your event’s reach.
Accessible event management platforms go beyond just being navigable by keyboard or screen readers. They help organizers create a more inclusive experience by integrating features that anticipate attendees’ needs and empower them to request specific accommodations in advance.
Ask Attendees About Accommodation Requests
When building an accessible registration platform, it’s essential to include options for attendees to request accommodations. This simple addition can make a world of difference for attendees who need assistance to fully participate. Make sure your registration form provides fields to ask questions such as:
- Do you require accessible seating?
- Will you need sign language interpretation?
- Do you need Communication Access Real-time Translation (CART) services?
- Would you like to receive event materials in advance?
By allowing attendees to communicate their needs ahead of time, you are empowering them to have an experience that is comfortable, welcoming, and supportive.
Provide Multiple Forms of Support for Registration
An accessible event registration platform also needs to offer diverse ways for attendees to receive help if needed. Not everyone is tech-savvy, and for people with disabilities, certain digital processes can still present challenges despite accessibility improvements.
Consider offering:
- Telephone or email support for those who might struggle with the digital form.
- Live chat support to guide attendees through the registration process in real time.
- Video tutorials that demonstrate how to navigate the registration process with accessibility features like screen readers.
Offering these varied forms of support ensures that anyone facing challenges has an alternate way to successfully complete registration.
Ensure Mobile-Friendly Registration
More people than ever are using mobile devices to register for events. Making sure that your event registration platform is mobile-responsive is not just a convenience but an accessibility requirement. Attendees who rely on mobile devices, including those with disabilities who use specialized accessibility settings on their smartphones or tablets, need to be able to register without difficulty.
Your registration platform should work seamlessly across all devices — from desktop computers to smartphones and tablets — ensuring the experience remains user-friendly and accessible, no matter how someone accesses it.
In-Person Check-In Accessibility
The registration process doesn’t stop once the form is submitted online — you must also think about how accessible your check-in process will be in person. It’s important to make sure that the event check-in process is inclusive and accommodating for all attendees, including those with physical disabilities.
Here are some best practices for accessible in-person check-in:
- Height-adjusted registration desks: Ensure that your registration desks are accessible to people who use wheelchairs or are of short stature. Desks should be at a height that allows all attendees to comfortably reach any necessary materials or interact with staff.
- Accessible paths and clear signage: Make sure that the check-in area is easy to access and well-signposted. Pathways to registration desks should be clear, wide enough for wheelchair users, and free of obstacles.
- Support check-in via mobile app: Some registration platforms offer mobile check-in features. This allows attendees to avoid long lines or difficult-to-navigate physical spaces by checking in via their mobile devices. Mobile check-in can make the process much smoother, especially for attendees who prefer a contactless or faster experience.
In addition, consider offering assistance at the check-in desk, such as having staff members available to help people fill out necessary forms, navigate the space, or answer questions in person.
Make Accessibility Part of Every Step
Ensuring that your event registration process is accessible sends a strong message that your event values inclusivity and participation from everyone. By offering a platform that lets attendees request accommodations, providing support in multiple formats, optimizing mobile accessibility, and ensuring in-person check-in is inclusive, you create a welcoming environment for all.
The effort you put into making the registration process accessible is not just about meeting regulations; it’s about creating a space where everyone feels welcome and empowered to participate fully in your event. Inclusivity should be a cornerstone of every step of event planning, starting with registration and continuing through the attendee’s experience on the day of the event.
