Improve accessibility to interactive tech events

#A11Y #Accessibility #Hackathon #CFHack23

Introduction

Creating an inclusive environment is a key for planning a successful event. This checklist provides the necessary steps to ensure access for all attendees. While this list demonstrates a handful of situations for disabled people, specific assistance can be provided at the request of the individual. Be sure to gather all the necessary information from attendees prior to the event.

General recommendations

Before the event

Registration Process

Incorporate questions about special needs in the registration form
Create a complete form to identify and understand someone's special needs
Assign an assistant to help people with special needs

Venue Preparation

Ensure the availability of assistants during the event
Prepare aiding tools according to the disability (e.g. device etc.)
Have a clear navigation plan
Checking for potential obstacles and adjusting options (availability of elevators, ramps, accessible restrooms, sufficient lightning, signs, etc.)
Provide reserved seating corresponding to the type of disability, accessible transportation, and accomodation
Notify organizers, staff, and speakers about the necessary steps. Applying sensitivity, eventually creating a code of conduct and providing it to attendees
Verify functionality of materials and tools - user testing

Event Materials

Adding captions or transcripts for audio or video content.
Checking if formats and standards are compatible with the different types of devices ( visual readers, browsers, braille readers)
Discuss the possibility of sharing conference materials in advance

During the event

Prepare staff to manage unexpected situations that can occur during the event (e.g. difficulties accessing the slides, or adjusting the seating arrangement)
Ensuring all communication channels (e.g. website, social media, flyers) are available to people with disabilities (e.g. alt text, captions, braille)

After the event

To request feedback from attendees to further improve the service of accessibility (this can be done by surveys, or reviews of the event)

Impairment Accessibility Checklist

Visual Impairment

Proper formatting for assistive technologies (alternative texts for images and videos, heading tags to structure content, text is accessible via keyboard navigation)
Request to follow rules for creating presentations (high contrast ratio)
Large and legible text, large print or braille
Responsive designs (different screen sizes)
Assistive technology support and compatibility
Taking into consideration seat reservations
User testing

Hearing Impairment

Text-based transcripts for the audio content and closed captioning
Signs for alerts and notifications
Text-based chat
Sign language interpreters
User testing

Motor disabilities

Venue accessibility (see general recommendation)
Keyboard accessibility (shortcuts enabled)
Taking into consideration seat reservation
User testing

Resources

Link to the event configurator form demo

Download accessibility checklist (PDF)

Link to form configurator