Conference Accessibility

Use the Zero Project experience!

Discover accessibility at #ZeroCon25

The Zero Project Conference 2025 (March 5-7) welcomes more than 1,000 participants from 90 countries.

#ZeroCon25 acessibility features

A practical guide and online glossary for event organizers

Since 2012 the Zero Project has been organizing the annual Zero Project Conference, which has become a unique global meeting place to innovate for disability inclusion by showcasing good practices and policies. From the outset, the aim was to make the conference as inclusive and accessible as possible, and to turn it into a good practice itself.

The “Conference Accessibility” Guide and online glossary aim to support event organizers create inclusive events in which everyone can equally participate. The measures and recommendations are based on the knowledge and experience gained by the Zero Project over the past decade.

Discover accessibility at #ZeroCon25

The Zero Project Conference 2025 (March 5-7) welcomes more than 1,000 participants from 90 countries.

#ZeroCon25 acessibility features

A practical guide for event organizers

Download the accessible PDF

A screengrab of the cover of the Zero Project Guide 2025 on Conference Accessibility

A guide to start your own journey: the Zero Project Team answers the most common questions.

This guide aims to help event organizers create inclusive events in which everyone can equally participate. The measures and recommendations are based on the knowledge and experience gained by the Zero Project in the course of more than 12 years of organizing its Zero Project Conference in Vienna and being part of literally hundreds other organizing teams.

There is no perfectly accessible conference

This guide provides practical advice for practical decision. It does not offer final or one-size-fits-all solutions or scientific knowledge about conference accessibility. It does not offer perfection. It is important to note that no event will ever be one hundred per cent accessible and inclusive. In practice, not everything can be done, due to budgetary restraints, local conditions, available expertise, or other limited resources. Still, each and every event organizer has to make decisions, and this is where the Zero Project Guide come in. In the end, every event organizer defines what will be offered in terms of accessibility.

Work with regional DPOs, and ask your future participants!

We would like to offer one critical advice at the very start: It is of overall importance to (1) involve local DPOs at an early stage; and (2) engage with participants themselves and ask them about their needs. If practical advice and direct feedback about the needs of the future participants is included in the planning of an event, this automatcially leads to more realistic and effective solutions. This not only avoids unwanted challenges at the last minute but also saves money.

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70+ accessibility features explained:

Search and browse through topics and terms!

This glossary contains more than 70 topics and terms you may come across as an event organizer. These terms are explained in a concise way and supplemented with practical tips.

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Glossary
Description
Accessibility checkers Sessions and Presentations Online Accessibility checkers are tools that evaluate digital content for accessibility issues, ensuring compliance with guidelines such as the Web Content Accessibility Guidelines. They help make websites and applications usable for persons with disabilities. Microsoft also offers tools to ensure that Office and Microsoft 365 content is accessible, such as PowerPoint's built-in checks for high-contrast colours, large text, and clear fonts.
Accommodation Accomodation and Travel In-Person Accessible hotel rooms should have an open floor plan with enough space to maneuver a wheelchair around furniture and the bed, roll-in showers, and low-hanging wardrobes with accessible hangers. Additionally, measures should be in place to improve accessibility for people with visual and hearing impairments, such as tactile markings or visual alarms. Beyond rooms, facilities such as entrances, reception areas, dining areas, elevators, and parking lots need to be accessible. Staff should be trained in disability awareness, and service animals should be welcomed.
Acoustics Sessions and Presentations In-Person Conference acoustics should provide clear, even sound, without echoes or background noise. Sound-absorbing materials reduce reverberation and assist people with hearing impairments. Induction loops and captioning services support accessibility. Adjustable microphone volumes and quiet zones help people with sensory sensitivities. Speakers should maintain clear, moderate speech, and background music should be kept minimal or made optional.
Alternative formats Sessions and Presentations Alternative formats refer to different ways of presenting content to make it accessible to persons with different disabilities. These formats include Braille, large print, audio recordings, e-books and accessible PDFs.
Audio description Technology and Digital Services Audio description provides spoken narration of visual elements in media such as videos and live events, enabling persons with visual impairments to better understand the content. It is typically delivered through separate audio tracks or devices, ensuring that persons with visual impairments can fully experience the media.
Audio translation Technology and Digital Services Audio translation involves converting spoken content into another language using audio. This can be done live by interpreters or through pre-recorded translations. It is often used to assist non-native speakers in understanding content in real-time. For accessibility purposes, audio translation can support persons who are hard of hearing through sign language interpreters or captioning options. AI-powered audio translation services have also advanced in recent years.
Audio versions of written content Sessions and Presentations Audio versions of written content enhance accessibility for persons with visual impairments, reading disabilities, or those who prefer auditory learning. Text can be converted into speech using text-to-speech technology, such as Google Text-to-Speech, or by professional narrators.
Audiovisual (AV) equipment Technology and Digital Services Audiovisual (AV) equipment combines sound and visual components to enhance communication and presentations. This includes projectors, screens, microphones, speakers, and video conferencing tools. For accessibility, AV systems can support captioning, sign language interpretation, and audio description, making content more inclusive for persons who are hard of hearing or those who have visual impairments.
Bluetooth beacons Onsite Orientation In-Person Bluetooth beacons are small devices that use Bluetooth technology to send signals to nearby smartphones or other Bluetooth-enabled devices. They can provide location-based information or trigger specific actions when a device comes within range. For accessibility purposes, Bluetooth beacons assist persons with visual impairments by providing audio directions or alerts to their mobile devices.
Braille Technology and Digital Services In-Person Braille is a tactile writing system used by persons with visual impairments. It consists of raised dots arranged in patterns that represent letters, numbers, punctuation, and other symbols. Braille enables users to read and write by touch, providing access to different forms of written information.
Braille signage Onsite Orientation In-Person Braille signage consists of tactile signs that include Braille alongside standard text or symbols, enabling persons with visual impairments to navigate spaces more independently. These signs typically indicate important information such as room numbers, elevators, restrooms, and emergency exits.
Call-in participation Sessions and Presentations Call-in participation allows persons to join events remotely by dialing in via a telephone or voice communication platform. This option allows those who cannot attend in person to participate in discussions, ask questions, or contribute to sessions without being physically present.
Captioning Technology and Digital Services Captioning involves displaying text on a screen that represents spoken dialogue, sound effects, or other audio elements in videos, live broadcasts, or presentations. In addition to improving accessibility for participants who are hard of hearing, captioning can also benefit non-native speakers or those in noisy environments by enhancing their understanding of the material. In recent years, captioning services have become more automated, making them more cost-effective.
Catering Well-Being and Full Inclusion In-Person Catering refers to the provision of food and beverages at events. In an accessible context, catering should consider dietary restrictions and preferences, including options for people with food allergies, intolerances or specific cultural/religious requirements. For persons with disabilities, accessible catering can include providing easy-to-read menus (in Braille or large print), ensuring that food labeling is clear, and providing assistance to those who may need help eating.
Conference app Communication and Registration A conference app provides participants with easy access to event details, schedules, speaker information and interactive features during a conference. For greater accessibility, conference apps should include features such as screen reader compatibility, high-contrast modes, adjustable text sizes, real-time captioning, and audio descriptions of presentations. They can also provide maps for navigation, push notifications for important updates, and options for virtual participation. An Accessibility statement will provide a detailed list of available features.
Digital navigation Onsite Orientation In-Person Services such as Google Maps help participants with visual impairments navigate by providing step-by-step directions. In addition, providing a digital map of the venue in an accessible PDF format ensures better usability. Interactive maps compatible with screen readers further improve accessibility for all participants.
Easy Language Sessions and Presentations Easy Language is a simplified form of language designed to make communication clearer and more accessible. It uses short sentences, simple words, and avoids complex grammar. This form of language benefits persons with intellectual disabilities, non-native speakers, and people with limited literacy skills.
Easy-to-read Sessions and Presentations Easy-to-read text is designed to make written content more accessible to people with limited literacy skills. It focuses on the use of clear fonts, larger text, sufficient spacing and high-contrast, as well as simplified language. However, it does not simplify language as much as Easy Language. The European Union has developed standards to make information easier to read and understand, which are available in 18 languages.
Emergency Well-Being and Full Inclusion In-Person An emergency is an unexpected situation that requires immediate action to prevent harm or ensure safety. In the context of events and venues, this includes fires, medical incidents or natural disasters. Accessible emergency planning includes clear, inclusive communication, such as visual alarms, audible alarms and accessible escape routes, to ensure that everyone can respond safely. It may also include trained staff to assist participants during an emergency.
Follow-up Follow-Up and Feedback In the context of conferences, follow-up may include sending thank you emails, providing additional resources, collecting feedback, or resolving any outstanding issues. Regarding accessibility, follow-up could also include checking whether participants with disabilities had a positive experience and ensuring their specific needs were met, allowing for continuous improvement in future events.
Graphic facilitation Technology and Digital Services Graphic facilitation is a visual communication method that uses drawings, diagrams and illustrations to convey ideas, organize information and facilitate discussion during a session. It can improve understanding by providing a visual representation of complex concepts. Graphic facilitation is particularly helpful for participants with intellectual disabilities or those who benefit from visual aids.
Hearing loops Technology and Digital Services In-Person Hearing loops, or induction loops, are assistive listening devices that deliver sound directly to hearing aids or cochlear implants equipped with a telecoil. The system uses electromagnetic signals to improve audio clarity and reduce background noise, allowing persons who are hard of hearing to hear speech more clearly without the need for external devices or amplifiers.
Hybrid event Sessions and Presentations A hybrid event allows attendees to participate either physically at the venue or remotely via online platforms. Managing a session with both onsite and remote speakers requires careful planning and well-trained conference room staff. Hybrid events are also technically challenging, as multiple feeds (one or more room cameras, captioning, sign language, on-screen presentation, online presenters) need to be combined onto a single screen. This requires the experience and expertise of a reliable technical team.
Individual requirements Communication and Registration In-Person Requests for individualized requirements should be handled with flexibility, empathy and a problem-solving attitude. If it is not possible to meet the request due to budget, time or resource constraints, this should be communicated transparently. Offering alternative solutions or partial accommodations can still improve the person's experience.
Individual support Communication and Registration In-Person Individual support is provided to meet a person's specific needs and may include personal assistants, interpreters, assistive technology or environmental modifications to enable full participation and inclusion. This ensures that they can engage effectively with the event or environment. Volunteers provide a cost-effective option for meeting a wide range of needs.
Induction loops Technology and Digital Services Induction loops, or hearing loops, are assistive listening devices that deliver sound directly to hearing aids or cochlear implants equipped with a telecoil. The system uses electromagnetic signals to improve audio clarity and reduce background noise, allowing people with hearing impairments to hear speech more clearly without the need for external devices or amplifiers.
Information Communication and Registration In the context of accessibility, information should be provided in a variety of formats to ensure that it is accessible to all people, including those with visual, hearing or intellectual impairments. This may include alternative formats such as Braille, large print, audio versions or accessible digital formats (e.g., screen-reader-friendly content). To assist persons with intellectual disabilities, essential information should be provided in Easy Language.
Intellectual accessibility Sessions and Presentations Intellectual accessibility refers to making content easy to understand for persons with cognitive, learning or developmental disabilities. This includes simplifying language, providing visual aids and ensuring that content is organized in a logical and predictable way. It may also involve providing alternative formats, such as audio versions or easy-to-read documents. The length and format of presentations should also be considered to give participants with intellectual disabilities enough time to process the information. Graphic facilitation is also an effective way of summarizing complex content.
Large print Onsite Orientation In-Person Information printed in a larger font size than standard print is particularly useful for people with low vision or age-related eye conditions, as it reduces eye strain and makes written information more accessible. At a conference, large print is especially useful for signage or venue maps indicating plenary rooms, restrooms and other useful services.
Lighting Venue In-Person Conference lighting should be bright enough for visibility but free from glare to avoid discomfort. Adjustable lighting helps accommodate different needs. High-contrast improves readability of signs and presentations. Emergency lighting with clear signage ensures safety. Flicker-free lighting prevents issues for people with epilepsy. Neutral to warm tones reduce visual strain.
Listening devices Technology and Digital Services Assistive listening devices are technologies designed to support persons who are hard of hearing to understand sound better. These devices can include personal amplifiers, hearing aids or FM systems, which amplify sound directly into a person's ear.
Live captioning Technology and Digital Services Live captioning is the real-time conversion of spoken words into text. This service helps people who are deaf or hard of hearing follow conversations, presentations or discussions. Live captioning can be provided manually by a trained captioner or through automated speech recognition technology, which has improved significantly over the years. For example, Microsoft Teams' captioning feature is a cost-effective and reliable solution.
Messaging application Communication and Registration Popular apps such as WhatsApp provide a flexible and efficient way to support participants who may need immediate guidance or clarification. An alternative option for guests who prefer to communicate via encrypted messaging applications is Signal.
Mobility support Well-Being and Full Inclusion In-Person Mobility support refers to assistance and equipment designed to help people with physical disabilities move around more easily. This can include equipment such as wheelchairs, walkers, scooters, or crutches, as well as environmental adaptations such as ramps, lifts, and wider doorways. Additionally, it can include personal assistance or staff trained to help people with mobility challenges.
Moderator Sessions and Presentations In the context of accessibility, the session moderator should begin by describing the room layout, speaker positions, and any relevant details for audience participation. For example, they should mention whether a staff member with a microphone will be moving around the room during Q&A sessions, and what assistive technologies are available.
Online standards Communication and Registration Online Online standards are established guidelines that address various aspects of web design and development, including navigation, readability, multimedia accessibility and technical performance. The W3C Web Accessibility Initiative provides guidelines, standards, and supporting resources for understanding and implementing accessibility on the Web.
Orientation Onsite Orientation In-Person To facilitate orientation, clear, accessible maps of the venue and room layouts should be posted in central locations. Organizers can also provide participants with printed, accessible programmes that include room names, schedules, and directions. Additionally, trained staff or volunteers can assist participants as needed.
Panel design Sessions and Presentations In-Person Panel design refers to the process of planning and organizing a session. In an accessible context, considerations should include providing multiple ways for participants to follow the session. The stage should also be designed with the needs of all speakers in mind. It is important to allow time for speakers to access and exit the stage and to have staff on hand to assist if necessary.
Portable ramps Venue In-Person Portable ramps for wheelchair users should be at least 80 cm (31.5 inches) wide and have a maximum slope of 6° (1:10) to ensure safe use. A non-slip surface and side guards help prevent slipping, while a stable yet lightweight design facilitates transport. In addition, sufficient load capacity is essential, and the ramp should be easy to assemble, disassemble, and secure.
Presentations Sessions and Presentations To improve accessibility, presentations should include captioning or transcripts, use clear and readable fonts, ensure good contrast for visibility, and provide audio descriptions for visual content. To enhance accessibility further, presenters should avoid using colour alone to convey important information. To ensure that presentations and videos meet accessibility standards, it is advisable to review them before uploading them to the conference platform.
Presenting Sessions and Presentations In-Person Speakers should begin by briefly introducing themselves with an audio description, allowing them to share relevant details about their identity or disability in their preferred (often very entertaining) words. When speaking, they should use clear and simple language. When showing slides or videos, presenters should describe visual content aloud, including images, graphics and charts. They should also consider providing different formats to ensure that everyone in the audience can fully engage with the presentation.
Printed material Technology and Digital Services In the context of accessibility, printed materials should be designed to accommodate people with visual impairments or reading difficulties. This may involve providing large print versions, offering Braille, using high-contrast colours, or ensuring that the text is clear and legible. Printed materials can also be made available in digital formats, such as PDFs or e-books, to further improve accessibility for all audiences.
QR codes Technology and Digital Services QR codes (Quick Response codes) are two-dimensional barcodes that provide a quick and easy way to share information without the need for physical copies. Users can access information instantly by scanning the code with a smartphone or other device. For persons with disabilities, QR codes can link to accessible content such as audio descriptions, Braille, or large-print materials.
Real-time features Technology and Digital Services Real-time features allow participants to follow along immediately, access content as it happens, and communicate with others without delay, ensuring inclusivity for all. These features can include live captioning, real-time translation, live polling, chat, or video streaming.
Reception desk Communication and Registration In-Person As the first point of contact, the reception area should be welcoming and fully accessible. It should be well lit and clearly visible. Counters and tables should be wheelchair accessible, and key information should be available in accessible formats, such as large print or easy-to-read versions, upon request. Where hearing loops are available, they should cover the registration area to assist participants who are hard of hearing.
Registration Communication and Registration Online For accessibility, the registration process should accommodate all disabilities. This may include providing accessible online forms that work with screen readers, offering alternative registration formats, and providing accessible Word documents as an option. A contact point for additional questions or assistance with registration should always be available for those who need it.
Remote participation Sessions and Presentations Online Remote participation refers to the ability to participate in events from a distance, typically through digital platforms such as video conferencing, webinars, or online chat. To enhance accessibility, remote participation should include real-time captioning, sign language interpreting, audio description, and accessible online interfaces.
Restrooms Well-Being and Full Inclusion In-Person Standards for accessible restrooms vary from country to country. According to the Americans with Disabilities Act, an accessible restroom should meet the following requirements: Doors must be at least 81 cm wide, and stalls must be at least 152 cm wide and 142 cm deep. The toilet should be 43–48 cm high, and grab bars should be positioned 84–91 cm above the floor. Sinks must provide 69 cm of free space underneath to allow wheelchair access. Proper signage, lighting, and easy-to-use handles are also essential for accessibility.
Roll-in showers Accomodation and Travel In-Person A roll-in shower is an accessible shower designed for easy access, particularly for people with mobility challenges. It typically has a low or zero threshold, allowing users to enter without stepping over a barrier. Key technical specifications include a slip-resistant floor, adequate drainage, and a width of at least 90-120 cm. Grab bars for safety, water-resistant materials, and a height-adjustable showerhead are also important features.
Screen readers Technology and Digital Services Screen readers are assistive technologies that convert text displayed on a screen into synthesized speech or Braille. They support persons with visual impairments navigate digital content, including websites, documents and applications. Screen readers read aloud text, buttons, links and other elements on a page, enabling users to access information and interact with devices.
Seating Sessions and Presentations In-Person For accessibility, seating should accommodate people with different needs, such as those who use wheelchairs, have mobility impairments, or require assistance. Seating should also be available for people with visual or hearing impairments, such as front-row seating for better sightlines or proximity to interpreters and captioning. Accessible seating should be clearly marked and have sufficient space for easy access.
Sensory-friendly break room Well-Being and Full Inclusion In-Person A sensory-friendly break room is a designated space designed to provide a calm, quiet environment for people who may experience sensory overload. These rooms are particularly beneficial for persons with sensory processing disorders, autism, or other conditions that make it difficult to tolerate loud noises, bright lights, or crowded spaces. A sensory-friendly break room may include soft lighting, noise-reducing materials, comfortable seating, and soothing visuals to help people relax and recharge during events.
Shuttle service Accomodation and Travel In-Person Shuttle services can be a practical alternative for participants who are unable to use public transport. This may be necessary for transfers from airports and train stations or for travel between venues and side events. Selecting providers with experience in accessibility is essential to meet the needs of participants. Working with local disability organizations and partners can help ensure efficient and inclusive transport arrangements.
Sign language Technology and Digital Services Sign language is a visual language used by people who are deaf or hard of hearing to communicate. It relies on hand shapes, facial expressions, body movements, and gestures to convey meaning. There are many different types of sign language worldwide. For a conference with participants from different countries, it is recommended to use International Sign as a common denominator.
Signage Onsite Orientation In-Person Signage refers to the use of signs, symbols and visual indicators to provide information, directions or instructions within a space. For accessibility, signage should be clear, easy to read and inclusive of persons with visual impairments or intellectual disabilities. This may include large print, high-contrast colours, Braille, tactile elements, and pictograms.
Simultaneous interpretation Sessions and Presentations Simultaneous interpretation is the process of translating spoken language into another language in real-time. It is most commonly used at international events. From an accessibility perspective, simultaneous interpretation helps non-native speakers and participants who are hard of hearing by providing subtitles in multiple languages.
Stage Sessions and Presentations In-Person In addition to physical accessibility for wheelchair users, stage furniture should be adaptable to the different needs and preferences of speakers. It is also important to ensure that the stage is visible and audible to all participants, including clear lines of sight for those with visual impairments and captioning for those with hearing impairments. Sign language interpreters should be placed in designated locations to ensure communication access for speakers and audience members who are deaf or hard of hearing.
Streaming Technology and Digital Services Online Since live streaming an event can be costly and complex, the first consideration should be whether it adds value or if on-demand recordings after the event would suffice. If streaming is necessary, accessibility can be improved by providing features such as live captioning, sign language interpretation, or audio description.
Streaming service Technology and Digital Services Online A streaming service is an online platform that delivers audio, video or other media content in real-time. For accessibility, streaming services should include features such as captions, audio descriptions, and the ability to adjust playback speed or video resolution. Popular platforms include Zoom, Microsoft Teams, and WebEx, which provide a range of accessibility tools.
Subtitles Technology and Digital Services Subtitles (also known as captions) are text representations of spoken dialogue and sound effects in videos, providing a written version of the audio content. They enable persons who are deaf or hard of hearing to follow dialogue, sound effects, and music cues. Subtitles can also be used to translate dialogue into different languages for non-native speakers.
Tactile aids Onsite Orientation In-Person In addition to visual and audible signage, tactile aids can help persons with visual impairments navigate their surroundings. Tactile floor guidance systems can be used to direct participants to key locations such as registration, meeting rooms, and restrooms. Strategically placed tactile relief maps can further enhance orientation.
Tactile flooring Onsite Orientation In-Person Tactile flooring, with different textures to indicate different areas, is particularly useful for participants who use a cane. If a venue does not have permanent tactile flooring, it can be installed temporarily. Key areas such as meeting rooms and exhibition areas should be equipped with this system.
Temporary solutions Venue In-Person Temporary accessibility solutions include portable ramps for step-free access, temporary lifts for stage access and tactile flooring for participants using canes. Renting accessible restrooms and providing adjustable seating can also meet a range of needs.
Transport Accomodation and Travel In-Person Ensuring that venues are well connected and have accessible parking can reduce the need for additional transport arrangements. Where public transport is limited, alternative solutions such as accessible taxis or coordinated shuttle services may be required. Planning for both individual and group transport needs should be an essential part of budgeting and logistics.
Venue Venue In-Person Physical accessibility, especially for wheelchair users, to all conference areas is a key consideration when choosing a venue. But physical accessibility is not the only factor. Participants with visual, hearing, or intellectual disabilities require different accessibility measures. In addition, venue selection involves not only evaluating the venue itself but also considering its proximity to accessible accommodation and infrastructure, such as public transport. Other factors to consider include capacity limitations, whether service animals can be accommodated, and the venue's flexibility in providing temporary solutions.
Visual accessibility Sessions and Presentations Visual accessibility refers to design principles and accommodations that ensure people with visual impairments can access information and navigate environments effectively. Key features include high-contrast text, large print, screen reader compatibility, Braille materials, tactile signage and audio description.
Visual alarms Onsite Orientation In-Person Visual alarms are warning systems that use lights or visual signals to alert people to an emergency or important event. These systems may include flashing lights or illuminated signs, often used in conjunction with audible alarms.
Voice-to-text Technology and Digital Services Voice-to-text is a technology that converts spoken language into written text in real-time. It is commonly used in applications such as transcription services, messaging apps and accessibility features for people with hearing impairments. This technology is available on smartphones, computers and voice-enabled devices such as smart speakers.
Web Content Accessibility Guidelines Communication and Registration Online The Web Content Accessibility Guidelines (WCAG) focus on ensuring that websites are perceivable, usable, understandable and robust for all users, including people with different types of disabilities. WCAG provides standards for creating accessible content, such as text alternatives for non-text content, keyboard navigability, and adaptable layouts.
Website Communication and Registration Online If the event has a website, it is important that it is easy to navigate and that forms, including registration pages, are fully accessible. Participants should be able to request specific formats when registering, as different disabilities require different accommodations. Offering a contact option for direct requests and providing essential information in Easy Language are other ways to facilitate registration.