Accessibility at congresses – What you can already implement today

Accessibility is not a “nice-to-have”, but an essential part of modern event planning. Especially for scientific congresses attended by people with different physical, sensory or cognitive abilities, accessibility should be considered from the outset. This is not just about legal requirements, but about inclusion, participation and professionalism.

What does accessibility mean in the congress context?

Accessibility encompasses far more than ramps and wheelchair-accessible toilets. It affects the entire event process – from the invitation, registration and travel to on-site participation and follow-up. The aim is to provide all participants with equal access to content, rooms and interactions.

Why accessibility starts at the planning stage

Many barriers are not caused by structural conditions, but by a lack of information or inadequate preparation. Those who take accessibility seriously include it in the conception phase right from the start. Starting with the choice of location and the structure of the program through to communication with speakers and participants. Specific references to accessibility in the call for proposals or call for abstracts can create trust and reduce potential obstacles.

Many elements of event design can also be made accessible – without additional effort, but with great effect. Easy-to-read font sizes, sufficient contrast on projection surfaces and the deliberate use of clear language help to make content more accessible. Time management should also be taken into account: Breaks should be long enough to allow people with limited mobility or additional support needs to actively participate.

Barrier-free communication is key

Another key point is communication. It doesn’t just start on the first day of the congress, but long before – with the invitation, the website or the registration process. These should be clearly structured, logical and easy to use on different devices. Inclusive language and an appreciative approach are also crucial during the event in order not to exclude anyone – either consciously or unintentionally.

It is particularly effective to seek dialog with those affected: What do they need? What worked well, what worked less well? This feedback helps to continuously improve your own congress and to understand accessibility not as a static goal, but as an ongoing process.

Accessibility check – guidance for event organizers

This checklist offers you a practical guide to accessibility at your congress. It covers key areas such as planning, communication, infrastructure and participation.

The evaluation is based on the principle:
At least 70% of the criteria should be met in order to be able to speak of a largely barrier-free implementation.

Please note: This checklist does not claim to be exhaustive and does not replace a legal review. It serves as a helpful tool for self-assessment and awareness-raising.

Accessibility and the legal situation: What the BFSG means for your event

The Barrier-Free Accessibility Reinforcement Act (BFSG) will come into force on June 28, 2025. The aim of this law is to design digital services – such as ticket stores – in such a way that they are accessible to all people. When planning congresses, this also means that no one should be excluded due to restrictions.

What does this mean for event organizers?

If you are organizing a conference and using digital tools such as ticket stores, CMS or registration platforms, these solutions must be accessible – especially for people with visual, hearing or motor impairments.

The systems used should meet the requirements of the BFSG and the guidelines of WCAG 2.1 at level AA guidelines. It is not only the technical implementation that is important, but also the content that is communicated via these systems.

Does this also apply to event organizers based in Switzerland?

Yes, Swiss companies or PCOs that organize congresses in Germany or offer digital services (e.g. ticket stores, booking platforms) for a German audience must also comply with the BFSG.
The law applies regardless of where the company is based as soon as a service is offered to the public in Germany.

Technically prepared – but event organizers still have a duty

Even if modern tools already have many accessibility functions, the responsibility for the content still lies with the organizers. This means

• Check and adapt all content provided by yourself

• Ensure clarity, comprehensibility and accessibility (e.g. PDFs, texts, images)

• Use structured content and alternative texts where possible

Provide information on accessibility

The law also obliges event organizers to provide transparent information on the accessibility of their digital offering. This information should be clearly accessible to users and include the following points:

• The degree of accessibility of the offer

• A contact option for queries or support

• Details of the competent market surveillance authority

Conclusion: Accessibility is part of professional congress culture

Those who think about accessibility at an early stage not only create better conditions for individual participants – they also design a congress that is accessible, inviting and professional for everyone. Accessibility is therefore not an additional expense, but a quality feature that makes all the difference. At a time when diversity and inclusion are becoming increasingly important, it is an indispensable part of any future-oriented event planning.