Beyond Subtitles: Making Virtual Events Accessible for All

Accessibility in virtual events is no longer an optional feature, it’s an expectation. As audiences become increasingly global, event organizers must ensure that every participant can fully engage, regardless of their abilities, language, of preferred methods of content delivery.

 

While captions and subtitles remain essential baselines, virtual event accessibility goes far beyond these basics, with true accessibility requiring thoughtful design at every stage of the event. Visuals, audio, engagement, and navigation all have a part to play, and when powered by virtual event technology that supports flexibility and compliance making virtual events accessible is becoming easier than ever.

Seeing and Hearing in Every Language

Accessibility starts with understanding. For global audiences, the ability to see and hear an event in their primary language can transform the attendee experience, allowing the shift from attendance to engagement.

 

Enterprise-grade event platforms are now working to integrate the multilingual and multi-format accessibility tools that make this shift possible.

 

Real Time Interpretation and Translation

Offer simultaneous interpretation in multiple languages, so attendees can listen in their preferred language during the live session or on-demand recording.

 

Sign Language Interpretation

Ensure that sign language interpreters are visible throughout the broadcast to accommodate audience members proactively as standard, not as an afterthought.

 

Captions and Transcriptions

Deliver real-time captioning in multiple languages, either through human or AI translation services, and provide accurate post event transcripts for those attending on-demand so that nobody is left behind.

 

Customizable Event Interfaces

Save time by building in accessibility from the start. Tailor platform navigation, menus, and engagement tools to align with attendee’s potential accessibility and language preferences.

 

By including multi-language capabilities in virtual events, you can turn a barrier into an opportunity, extending the reach of your message and the potential return.

Closing the Accessibility Gap

Despite advancements in virtual event technology, an accessibility gap still exists. Many event production organizations focus on content quality and production value, but overlook accessible useability features. This oversight might seem small, but with 20% of the population making use of assistive technology it risks excluding a significant proportion of your audience.

 

Key accessibility challenges include:

  • Limited Platform Accessibility: Some platforms aren’t optimized for assistive technologies such as screen readers, or alternative use methods such as keyboard only navigation.
  • Visual Design Limitations: Low-contrast colors or text heavy slides can make it difficult for attendees with visual impairments to engage fully.
  • Insufficient Captions and Audio Descriptions: Visual information without verbal explanation can exclude participants with limited vision, and poor captions can hinder understanding.
  • Lack of Accessibility Testing: Many events go live without an accessibility review, leaving barriers undiscovered until attendees encounter them.

The result in overlooking accessibility is an unequitable experience for participants. Addressing this gap begins with selecting the right technology and adopting accessibility as a core principle, not an afterthought.

Creating Accessible Virtual Events

To create a truly accessible virtual event it’s important to combine thoughtful design with good technology. Event organizers should look for a number of key features when planning their digital experiences, because when accessibility becomes the standard every attendee is empowered to engage.

 

Comprehensive Captioning and Transcription

Provide live captions for all audio content, and accurate post-event transcripts for on-demand sessions so that attendees can not only follow content more easily on the day, but recap it after the event with ease.

 

Visible Sign Language Interpretation

Incorporate interpreters directly or offer them as a dedicated additional stream that attendees can pin, ensuring that they aren’t covered or hidden by slides and video content at any point throughout the event.

 

Screen Reader and Keyboard Navigation Compatibility

Choose a platform built to meet WCAG (Web Content Accessibility Guidelines) standards as a baseline, ensuring that attendees can navigate using assistive tools without additional steps.

 

Audio Descriptions for Visuals

Add narrative elements for key visuals, graphics, or demonstrations to support participants who are blind or have impaired vision. These descriptions can also provide additional context, enriching the content for all attendees.

 

High Contrast, Scalable Design

Be sure to use color combinations and typography that enhance visibility and readability for all viewers. A good way to test this is to set monitors to black and white during testing. Text and graphics that are hard to parse may need color and contrast revision.

 

Flexible Viewing Options

Give attendees control of their viewing experience. Whether adjusting playback speed, changing layouts, or resizing caption windows, giving your audience the opportunity to easily adjust the player to their needs can aid comprehension, engagement, and retention.

 

Downloadable Resources

Wherever possible, provide downloadable resources after the event for reference and recapping. These documents should always meet the same accessibility standards as the event itself, with screen reader optimization, alt-text for images and graphics, and clear color and contrast.

 

Variety in Engagement Features

By offering a range of features like polls, Q&A, and chat, audiences have the option to engage in the way that best suits them, making them more likely to become active participants, rather than passive viewers.

Technology and Tools

Advancements in virtual event technology are changing how events are delivered. With the help of AI, Automation, and integrated design, accessibility tools are becoming smarter and easier to implement for a more seamless experience for all participants.

 

With the rapid development of AI tools and machine learning engines many organizations are now turning to AI generated captions for their events. These real time, multi-language captions can be a fantastic way to quickly boost accessibility and save significant time and money for event planners, however it is important to note that there are still many shortfalls to AI generated captions and as such they often do not meet WCAG standards without human intervention.

 

Speech to Text tools are also undergoing rapid development and improvement. By providing the option to convert spoken word to text through an integrated text-to-speech tool event organizers can significantly increase the potential for participation during live sessions. These text-to-speech improvements are also making it easier than ever to provide full event transcripts from initial recordings, however here too it is important to recognize that these tools are not infallible, and while they may make creating transcripts faster and easier, human intervention is always recommended to ensure accuracy and clarity.

Compliance Considerations

Though it is the primary consideration, accessibility isn’t only about user experience. Event organizers are held to global regulatory standards and should ensure that their virtual events comply with the associated accessibility guidelines for their region. The regulations may vary, but the goal remains the same: equitable digital access.

 

To maintain compliance:

  • Check which standards apply in every region that the event will be distributed in. If you can’t find those standards, apply WCAG 2.1 as a baseline for both platform and content.
  • Provide an accessibility statement with clear information about integrated accessibility features and how attendees can request additional accommodation.
  • Offer support channels and make it easy for attendees to contact a support service through live chat or email if they experience issues.
  • Test and review regularly with accessibility audits that include users who regularly make use of assistive technology as part of the testing process.

By building compliance into your event process, you can build trust with your audience by demonstrating that you value them, regardless of how they choose to engage with your events.

Conclusion

Accessible design benefits everyone. Captions support participants in noisy environments, and clear visuals help convey information faster. Flexible interfaces can improve usability and user experience for all, not just those who rely on assistive tools.

 

As virtual events continue to evolve, accessibility will become a defining characteristic of successful digital engagement. By embedding accessibility into every stage, from platform selection to content design, organizations can ensure that every attendee feels included and valued at every event.

Contact Sales