A is for… Accessibility

Networking should be accessible and inclusive. Online networking presents different challenges than in-person events so you are hosting networking events you should be thinking about how to make them accessible. Here are some things to consider:

Planning your virtual event

Consider where and how your virtual events are taking place.

Will your intended audience have access to internet at home? If you are hosting an event using video conferencing make sure you offer the option for attendees to dial-in by phone and participate without a computer or internet. If everyone will have internet access, consider what other technology might attendees need to fully participate? For example – do attendees need to have an account on that platform to take part? Have you looked into any accessibility issues with the platform you are using? Compare the different options available for hosting your event to see which is the best option for you.

Ensure people can access the event

Your virtual events need to be accessible to all. Depending on your target audience this may include people with intellectual and developmental disabilities or people who are not overly familiar with technology. Access needs are not universal, so be open to exploring different tools and technology to make sure that your attendees can attend your event. If you know there are attendees with specific accessibility requirements, be flexible with the tools you use for your event. You should also consider providing a “How to” guide with instructions on how to join the event for those who are not familiar with it.

Allow attendees to tell you about accessibility requirements/needs when they sign up to attend your event

Make sure it is possible for attendees to get in touch with you to request specific access needs. We recommend that this is at the point of sign up. However, if this is not an option, make sure that your contact details are available so that they can get in touch if they need to.

If you already have accessibility tools set up why not offer all accessibility information upfront and publicly to interested attendees. This will encourage individuals with accessibility needs to sign up (as their needs are already taken care of).

Understand the accessibility tools of the platform you are using

Whatever the platform you are using make sure you understand the accessibility tools it offers. Take the time to learn how you can use them and what you might need to add on for full functionality. Familiarise yourself with the technology and do some training if necessary. Don’t wait until you need it. For example. if you are using closed captions/subtitles make sure you know how to turn them on.

Share information about the format of your event in advance

It is important to share information about the format of your event in advance to allow people to plan ahead and consider any accessibility requirements. For example, you should share the format of the event, provide any written material ahead of time, allow attendees to ask questions in advance and give attendees details of agenda or any icebreaker questions in advance

During Your Virtual Event

During your event make sure that you use the accessibility tools at your disposal and have a volunteer to help fix any technical/accessibility problems on the day. This will make your event more professional, and help ensure that it runs smoothly.

There are some easy thing that you can get into the habit of doing when hosting your event. For example, for attendees that are deaf or hard of hearing make sure that your audio is clear and provide closed captions/subtitles. This should include any recordings or videos that you are watching as part of the event.

Improve the sound quality for all by asking speakers to use a headset or external microphone where possible to improve the audio quality. Mute all attendees except those who are speaking to keep background noise to a minimum. For the visually impaired and the hearing impaired make sure that the speaker’s face is well-lit and can be clearly seen.

Help people follow the event, by using names to indicate who is speaking, or descriptions to describe the process or what is happening. If you are doing a Q&A or have a chat function, have someone read out questions that are posed in the chat for the benefit of all.

After your virtual event

Accessibility shouldn’t stop once your event is over. If you are following up after an event make sure that your post-event content is accessible. For example, share any content and materials in an accessible format. If you ask your attendees for feedback after the event, make sure that they have the opportunity to provide feedback on accessibility. Accessibility is a learning process and this will help you understand the needs of your audience and properly plan for your next event.

Do you have any accessibility tips? If so, share in the comments.