AccessDeclared
Resource library

Free guidance to help make your events more accessible over time

Search by the barrier you'd like to reduce, or browse by event stage. Each resource explains why it matters, who it helps, and a practical first step.

You don't need to implement everything at once. Every small improvement helps make events easier to access and gives attendees a clearer idea of what to expect.

Filter by barrier

External guidance

Planning decisions made early make everything downstream more accessible.

Ask about access needs at registration

Add an open question at registration so attendees can flag needs early.

External resource: Business Disability Forum — Top tips for accessible online events

This broader guide covers accessible online events end to end, including a section on asking attendees about adjustments when they register.

Read the Business Disability Forum guidance (opens in a new tab)
Why it matters
Without being asked, attendees may assume their needs can't be met. A simple open question surfaces most requirements before you have to guess.
Who it benefits
Everyone.
Practical first step
Add a single free-text field: 'Is there anything we should know in advance to make this event fully accessible for you to be able to participate.'
Ask about access without asking for a diagnosis

You don't need to ask people to disclose a disability or medical condition. Ask what would help them participate instead.

Instead of
"Do you have a disability?"
Try
"Is there anything we can arrange to help you access or take part in this event?"
Instead of
"Please list any medical conditions."
Try
"Are there any access requirements or practical arrangements you would like us to know about?"
Instead of
"Do you require special assistance?"
Try
"Is there anything that would make attending or participating easier for you?"

Registration wording

Do you have any access requirements or is there anything we can arrange to help you take part in this event?

You do not need to share a diagnosis. Please tell us about any practical support or arrangements that would help.

Email wording

Hi,

We're planning [event name] and want to make sure attendees have an opportunity to tell us about any access requirements in advance.

Is there anything we can arrange to help you access or take part in the event? You do not need to share a diagnosis — information about the practical support or arrangement you need is enough.

Please let us know by [date] where possible. We'll consider all requests individually and will confirm what we're able to arrange.

Thank you.

Accessible presentations — PowerPoint accessibility checker

Check slides for contrast, fonts and alt text before you present.

External resource: Microsoft Support — Improve accessibility with the Accessibility Checker

This guidance covers the checker across Microsoft 365 apps, including PowerPoint.

Open Microsoft's Accessibility Checker guidance (opens in a new tab)
Why it matters
Slides with poor contrast, tiny fonts, or images without alt text can lock people out before you've spoken a word.
Who it benefits
This can benefit everyone, more specifically, blind and low-vision attendees, dyslexic attendees, anyone at the back of a large room.
Practical first step
Use the built-in checker (Review → Check Accessibility) before every event.

Designing readable slides

Use large fonts, generous spacing and minimal animation.

External resource: W3C Web Accessibility Initiative — Making Events Accessible

This broader event guide includes a section on preparing readable slides and handouts. The link opens that section directly.

Read the W3C slide and handout guidance (opens in a new tab)
Why it matters
Slides are easier to read and follow when they use large fonts, generous spacing, light backgrounds and minimal animation.
Who it benefits
People with low vision, dyslexia, cognitive processing differences, and anyone at the back of a room.
Practical first step
Use at least 18pt body text for online and 24pt in person, keep slides to six lines or fewer, and avoid animations.

Choosing accessible colour combinations

Check contrast ratios so text remains readable for everyone.

External resource: WebAIM — WebAIM: Contrast Checker

Use the WebAIM contrast checker (opens in a new tab)
Why it matters
Colour is often the first accessibility barrier people encounter — before typography, before language.
Who it benefits
People with low vision, colour blindness, or reading in bright light.
Practical first step
Aim for at least 4.5:1 contrast for body text. Check with WebAIM's free tool.

Accessible registration forms

Label fields properly and don't rely on colour alone for required fields.

External resource: W3C Web Accessibility Initiative — Forms Tutorial

This is a broader tutorial about accessible web forms rather than event registration specifically.

Read the W3C forms tutorial (opens in a new tab)
Why it matters
Forms that only work with a mouse, or that hide errors, exclude people at the door.
Who it benefits
Screen reader users, keyboard-only users, people using magnification.
Practical first step
Use real <label> elements, group related fields, and don't rely on colour alone for required fields.

Inclusive event invitations

Use plain language and state the format, length and participation expected.

External resource: Plain English Campaign — Free guides and articles

This is a broader library of plain-language writing guides rather than a page about event invitations.

Browse the Plain English Campaign free guides (opens in a new tab)
Why it matters
Invitations written in plain language that describe the format up front let people opt in with confidence.
Who it benefits
Neurodivergent attendees, people with anxiety, people whose first language differs from yours.
Practical first step
State the format, length, expected participation and dress code. Avoid idioms.