Creating Accessible Events, Meetings & Trainings

Events, meetings, and trainings are important opportunities to share information, build connections, and support learning across our schools and community. Whether you’re organizing a school event, hosting a parent meeting, facilitating professional development, or leading a virtual training, accessibility should be considered from the beginning. Creating accessible events and learning experiences involves more than providing accessible materials. How information is shared before an event, how participants access and engage with activities, and how resources are provided afterward can all affect someone’s ability to participate. Thoughtful planning, accessible communication, inclusive presentation practices, and appropriate accommodations help ensure everyone has an opportunity to participate.

Below are tips for creating accessible events, meetings and trainings, applying Universal Design for Learning (UDL), sharing content on websites, and additional resources for program-specific guidance.

Plan for Accessibility from the Beginning

Consider accessibility when selecting locations, platforms, activities, materials, and communication methods rather than waiting until someone encounters a barrier.

Share Clear and Accessible Event Information

Provide event details including the purpose, date, time, location, participation options, and registration instructions in accessible formats that everyone can read and understand.

Provide a Way to Request Accommodations

Include clear contact information and instructions for requesting accommodations, and coordinate with appropriate staff to ensure requests are addressed.

Choose Accessible Locations & Platforms

Select physical spaces and virtual meeting platforms that support accessible entry, navigation, seating, communication, and participation.

Make Registration and Sign-In Accessible

Ensure registration forms, surveys, sign-in procedures, and other required activities can be completed using accessible methods.

Share Accessible Materials

Create accessible agendas, presentations, handouts, documents, videos, and other resources, and provide materials in advance when appropriate.

Use Accessible Presentation Practices

Speak clearly, use microphones when available, describe important visual information, and avoid relying on gestures or phrases such as "look over here" without explanation.

Provide Accessible Audio & Video

Use accurate captions for videos, arrange appropriate live captioning or interpreting services when needed, and ensure participants can access important audio and visual information.

Use Accessible Visuals & Displays

Ensure projected slides, signs, handouts, and other visual materials have readable text, sufficient contrast, and information that does not rely on color alone.

Support Accessible Participation

Provide accessible ways to ask questions, respond, collaborate, and participate in activities, including options that do not depend solely on speaking, writing, or using a particular device.

Allow Time to Process & Respond

Use a manageable pace, provide clear transitions between activities, and allow sufficient time for participants to read, reflect, ask questions, and respond.

Make Follow-Up Materials Accessible

Share accessible recordings, notes, presentations, resources, and next steps after the event so participants can review important information.

Communicate Clear Goals & Expectations

Help participants understand the purpose of the event, what they can expect, and what they will be asked to do.

Provide Multiple Ways to Access Information

Combine accessible presentations, spoken explanations, written materials, demonstrations, and other formats to support understanding.

Offer Flexible Participation Options

When appropriate, allow participants to engage through discussion, chat, polls, written responses, or other accessible methods.

Make Meaningful Connections

Use relevant examples, real-world applications, and opportunities to connect new information to prior knowledge or experiences.

Break Information into Manageable Sections

Organize content into smaller segments, provide clear transitions, and avoid overwhelming participants with too much information at once.

Provide Time for Reflection & Processing

Build in opportunities for participants to pause, think, ask questions, and review important ideas.

Support Participant Independence

Share agendas, instructions, resources, and expectations in advance so participants can prepare and participate confidently.

Provide Opportunities for Feedback

Use accessible methods to gather questions, reflections, and feedback that can improve future events and learning experiences.

Share Essential Event Details as Webpage Text

Include important information such as the event title, purpose, date, time, location, registration details, and contact information directly on the webpage rather than only in a flyer or image.

Use Accessible Registration Forms

Ensure registration forms, surveys, and sign-up processes have clear labels, instructions, accessible controls, and meaningful confirmation messages.

Provide Accommodation Information

Include clear instructions for requesting accommodations, along with appropriate contact information, so visitors know how to communicate their accessibility needs.

Use Meaningful Links

Use descriptive link text for registration forms, meeting links, agendas, presentations, and other resources so visitors understand where each link will take them.

Make Embedded Content Accessible

Check that embedded videos, recordings, presentations, calendars, and other interactive content support keyboard navigation, captions, and other necessary accessibility features.

Provide Accessible Event Materials

Ensure downloadable agendas, handouts, presentations, and other event resources are accessible, and provide important information as webpage text when appropriate.

Share Accessible Recordings & Follow-Up Resources

Ensure downloadable agendas, handouts, presentations, and other event resources are accessible, and provide important information as webpage text when appropriate.

Keep Event Information Current

Review event pages regularly to ensure dates, times, locations, links, and other details are accurate, and update or remove outdated information when appropriate.

General Resources

These resources provide practical guidance for creating accessible social media posts, graphics, videos, and other digital content.

Resources by Platform

Explore the resources below for platform-specific guidance, tools, and instructions to help you create accessible digital content. Accessibility features and options may vary depending on the platform, device, or application version.

Communications