How to Host Truly Accessible Virtual Events for Blind Attendees

Creating an inclusive virtual event experience for blind and visually impaired participants presents unique challenges—and opportunities for innovation. Here’s how we transformed accessibility best practices into reality for Sight Tech Global, a pioneering virtual conference.

The Accessibility Wake-Up Call

When planning our December 2020 event, we assumed existing virtual platforms would accommodate screen reader users. Reality proved otherwise:

• Most platforms offered vague promises about future WCAG compliance
• Many had retrofitted accessibility features rather than building them in from the start
• Critical navigation elements often failed basic screen reader tests

This discovery forced us to rethink conventional virtual event design entirely.

Three Pillars of Accessible Event Design

We distilled the virtual experience down to core essentials:

1. Live-stream video for main stage content
2. Intuitive agenda navigation with clear session states
3. Interactive video for breakout discussions

Social features became optional—only if we could implement them accessibly.

Platform Selection: YouTube and Zoom Shine

Through community feedback and technical verification, we identified:

• YouTube’s live player works exceptionally well with screen readers
• Zoom’s accessibility features are robust and familiar to blind users
• Both platforms offer comprehensive keyboard navigation support

These became our technological foundation.

Building an Accessible Web Experience

Rather than using third-party event platforms, we enhanced our existing accessible website with:

• A dedicated Event page with YouTube embed and session descriptions
• A separate Agenda page to prevent audio conflicts for screen reader users
• Careful information architecture tested with Fable’s accessibility experts

Key Navigation Insights:

• Screen reader users need logical information hierarchy, not visual layout
• Dropdown menus require specific ARIA labeling for proper interpretation
• Current/upcoming session states must be clearly programmatically defined

The Power of Real-World Testing

We conducted pre-event practice sessions with nearly 200 blind participants, revealing:

• Agenda item formatting needed optimization for auditory processing
• Some users required additional support navigating between platforms
• Different screen readers (JAWS, VoiceOver, NVDA) required compatibility checks

This feedback allowed crucial last-minute refinements.

Support Systems That Worked

1. Be My Eyes Integration: Trained volunteers provided real-time assistance
2. Slido Q&A: Accessible standalone implementation for audience interaction
3. Simplified Registration: Google Forms alternative boosted blind participation by 30%

Event Outcomes and Lessons Learned

Post-event surveys showed:

• 95% satisfaction from screen reader users (4.⁶⁄₅ rating)
• 4.⁷⁄₅ overall attendee satisfaction
• 45% of registrants planned to use screen readers

Critical Takeaways for Event Organizers:

1. Never assume accessibility—test every component with actual users
2. Simplify relentlessly—each feature introduces potential barriers
3. Choose platforms carefully—YouTube and Zoom set the accessibility standard
4. Provide multiple access points—offer alternative registration and navigation methods
5. Budget for human support—even the best technology needs backup assistance

Beyond Visual Accessibility

While focusing on blind attendees, we also implemented:

• Professional live captioning for deaf/hard-of-hearing participants
• Plain text transcripts compatible with Braille readers
• Permanent session archives with full accessibility features

The Path Forward

True accessibility requires:

• Upfront commitment in design phases
• Continuous testing with diverse users
• Willingness to challenge conventional virtual event norms

When accessibility becomes the foundation rather than an afterthought, everyone benefits. Our experience proves inclusive virtual events aren’t just possible—they create better experiences for all attendees.

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