Look at building a FOSDEM a FOSDEM Event Accessibility Playbook

[mgifford]

Drupal released one https://www.drupal.org/community/event-organizers/blog/announcing-the-drupal-event-accessibility-playbook

Our community has been trying to build it in over the years.

Another is here:
https://zeroproject.org/tools/conference-accessibility

---

Some high-impact, low-effort actions

1. Registration and communication

• Ask attendees during registration if they need captions, interpreting, or alternative formats, and provide a named contact for follow-up.
  • Reference: Johns Hopkins Conference Accessibility Toolkit
    https://disabilityhealth.jhu.edu/wp-content/uploads/2024/10/English-Conference-Accessibility-Toolkit-2.pdf
• Publish accessibility information early (venue access, quiet spaces, captions, contact details).
  • Reference: Zero Project Conference Accessibility
    https://zeroproject.org/tools/conference-accessibility

---

2. Session delivery basics (no extra tech required)

• Always use microphones, including during Q&A. Remind speakers and audience explicitly.
  • Reference: Symplicity conference accessibility guide
    https://www.symplicity.com/blog/making-conferences-accessible-for-everyone-a-guide-for-ahead25-and-beyond
• Ask speakers to describe visuals and avoid relying on color alone to convey meaning.
  • Reference: Symplicity
    https://www.symplicity.com/blog/making-conferences-accessible-for-everyone-a-guide-for-ahead25-and-beyond
• Do not show uncaptioned videos. If captions are not available, skip the video.
  • Reference: ADA Accessible Meetings Guide
    https://www.adainfo.org/hospitality/accessible-meetings-events-conferences-guide/

---

3. Physical space and wayfinding

• Keep aisles and walkways clear. Do not place bags, cables, or AV equipment in paths of travel.
  • Reference: Johns Hopkins Toolkit
    https://disabilityhealth.jhu.edu/wp-content/uploads/2024/10/English-Conference-Accessibility-Toolkit-2.pdf
• Mark steps, cables, or low obstacles with high-contrast tape where possible.
  • Reference: Johns Hopkins Toolkit
• Identify and publicize a quiet or low-stimulus space for breaks.
  • Reference: Symplicity
    https://www.symplicity.com/blog/making-conferences-accessible-for-everyone-a-guide-for-ahead25-and-beyond

---

4. Volunteers and staff support

• Brief volunteers to ask before helping, introduce themselves by name/role, and give clear verbal directions.
  • Reference: Johns Hopkins Toolkit
• Respect service animals and ensure volunteers know they are allowed anywhere attendees are allowed.
  • Reference: ADA Accessible Meetings Guide
    https://www.adainfo.org/hospitality/accessible-meetings-events-conferences-guide/

---

Community precedent

• Drupal has been iterating on these practices for years via its Event Accessibility Playbook, showing that volunteer-led communities can make steady improvements.
  • https://www.drupal.org/community/event-organizers/blog/announcing-the-drupal-event-accessibility-playbook

---

We-can-do-this

These steps are:

• Low cost
• Mostly procedural
• Achievable by volunteers
• Proven to reduce common accessibility failures

We do not need to solve everything at once. We need to stop making avoidable mistakes.

[mgifford]

Some other resources:

https://learn.microsoft.com/en-us/training/paths/m365-virtual-events-fundamentals/
https://www.youtube.com/playlist?list=PLsGBrIJ5Q11aFufs8nnsv1zeh3eAJx3QC

https://www.sigaccess.org/accessibility-faq-page-generator-2/

[IdrisTheDragon]

I've proposed a local audio stream in every room, to improve in room audio accessibility, to the video team, using Auracast:

FOSDEM/video#286