Before the Event

Registration, Programme, Materials and Digital Content and Venue



Use online registration forms that are accessible and compatible with assistive technologies (for example, Microsoft or Google Forms)

Include an open-answer field in the registration form for participants to communicate specific needs or difficulties (e.g., dietary needs, transportation requirements, interpretation services, accessible parking etc.)


Make sure breaks are at least 15 minutes long

Individual sessions should not last longer than 90 minutes

If there is an evening programme, make sure that 8 hours of rest is still possible

Plan sufficient time for discussion, questions and interpretation

Materials and digital content

Add descriptive alternative text to images, charts and other visual elements to make content accessible for screen readers

Use accessible fonts, appropriate font sizes and good contrast ratios between text and background colours for easy reading

Avoid relying solely on colour to convey information and maintain sufficient contrast for readability

Maintain a consistent design and layout across documents, presentations, websites and social media platforms for user predictability

Use descriptive link text and ensure links are easily distinguishable for screen reader users.

Organise content logically with clear headings and subheadings in documents and presentations

For more information on accessibility of materials and websites, check the digital accessibility package developed as part of the VIVID:T project and the guidelines for written and media content developed by SALTO Inclusion and Diversity (Education and Training)

Persons who are blind or with low vision

Ensure that provided materials are in an appropriate format by consulting participants to determine the formats that best suit their needs (e.g., large print, Braille, electronic format etc.)

Persons with intellectual challenges

Make sure information is easy to understand by referring to Information for all – European standards for making information easy to read and understand, guidelines developed by Inclusion Europe

Persons who are deaf or hard of hearing

Provide transcripts for audio content and captions for videos to accommodate persons who are deaf or hard of hearing


Ensure clear signage throughout the venue indicating the locations of toilets, doors, refreshments, exits and similar facilities (using text, symbols, Braille, etc.)

Signs should be written in accessible fonts, like font Arial, Tahoma, Calibri, Helvetica, Verdana, Times New Roman etc.

Provide seating during coffee breaks and lunches for individuals who cannot stand for an extended period

Whenever possible, go to the venue before the event and check if it is accessible

Persons with psychosocial challenges*

Persons with psychosocial challenges should have the option to bring a personal assistant, as having familiar emotional support can significantly ease challenging situations. Additionally, strive to ensure that the venue includes a quiet room where people can retreat to relax and unwind.



* Psychosocial challenges refer to difficulties and stressors that arise from the interrelation between psychological and social factors. They include struggles and conflicts regarding mental, emotional and social health. 

Persons who are blind or with low vision

Ensure in advance that the corridors and the conference rooms are free from any obstacles

If there are glass doors in the venue, affix marks to the glass to alert individuals with low vision

Check whether lift command systems have audio signals that indicate the direction and current floor, along with Braille-marked buttons

Persons with reduced mobility

Ensure wheelchair-accessible toilets on each floor

Check accessibility of nearby public transport, as well as routes from the parking to the entrance

If there are stairs at the entrance, make sure there is a ramp or elevator available, preferably with handrails

Arrange tables in a way that they are accessible to wheelchair users

If the venue features revolving doors, make sure that regular entrance doors are also available

Persons with intellectual challenges

Ensure that signs for toilets, refreshments, and exits are in clear and simple language, accompanied by pictograms

Persons who are deaf or hard of hearing

Check whether lifts have light signals that indicate which lift has arrived, as well as the floor and the direction of the lift (up or down)


Done (1 click)

Not applicable (2 clicks)


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