How the European Accessibility Act Will Impact Your Events

With the European Accessibility Act (EAA) coming into force on 28 June 2025, the meetings and events industry faces significant changes. This legislation introduces comprehensive accessibility requirements that will directly impact how events are planned and delivered in the European Union.  

For event organizers and venues, it’s not just a legal obligation but an immediate priority to ensure compliance, maintain competitiveness, and avoid potential reputational or legal risks.

• What is the European Accessibility Act (EAA)?
• How will the European Accessibility Act impact meetings and events?
• How will the European Accessibility Act impact hotels and venues?
• Why accessible events are critical
• What are the risks of non-compliance with the European Accessibility Act?
• Tips to prepare your events for the European Accessibility Act
• Accessibility at in-person events 
• How else can I prepare for the European Accessibility Act?
• How can event technology support accessibility?
• 3 Ways to communicate your accessibility actions to stakeholders
• European Accessibility Act FAQs

What is the European Accessibility Act (EAA)?

The European Accessibility Act (EAA) is a landmark EU directive to ensure goods, services, and environments are accessible to all, particularly individuals with disabilities. 

It sets harmonized standards to eliminate barriers and promote inclusion across member states. The Act builds on the EU’s commitment to the UN Convention on the Rights of Persons with Disabilities, reinforcing accessibility as a fundamental right.

Events held in the EU will be required to align with the EAA’s requirements regardless of where an organization is based. For example, if your organization is based in the USA, but you are conducting an event in the EU, you’ll still need to comply with the EAA. Think of it like the GDPR of events.

How will the European Accessibility Act impact meetings and events?

The EAA will transform how the meetings and events industry approaches digital accessibility, impacting both operational processes and attendee experiences. 

Vendors and partners must demonstrate adherence to accessibility requirements as well, making it a key criterion in vendor selection. Ultimately, the EAA presents an opportunity to embed inclusivity into the DNA of event design, creating a more equitable experience for all participants.

“June 2025 will see the European Accessibility Act come into force. Organizations will require genuine expertise and advice to avoid falling for the lie that a quick fix will make your digital events or services compliant with this new law. Ultimately, ignoring the EAA or opting for accessibility overlays that don’t do what they claim could be more damaging and expensive than investing in doing the right things now. So, I expect to see more discussion, more sharing of best practices, and more companies facing up to their obligations for legally doing business in the EU.”

Shani Dhanda, Disability, Inclusion & Accessibility Consultant, ROAR B2B 

💡For more tips, check out our interview with Shani Dhanda:

How will the European Accessibility Act impact hotels and venues?

Hotels and venues will be required to meet higher digital accessibility standards, such as digital platforms and customer service. 

Digital touchpoints, such as venue websites or booking platforms, must comply with the Web Content Accessibility Guidelines (WCAG) to ensure that information about spaces, pricing, and services is easily accessible to everyone.

Accessibility laws already impact most physical spaces, but the EAA extends to their digital space also. 

Event planners will likely prioritize event spaces that comply with requirements such as wheelchair-accessible entrances, rooms, and bathrooms and provide assistive technologies such as hearing loops. 

Venues may also need to provide staff trained in assisting people with disabilities or offer materials in accessible formats such as braille or audio. 

“The events industry is progressing but still has a long way to go regarding true accessibility and inclusivity, particularly for neurodivergent individuals. Many organisers now acknowledge the need for physical accessibility, such as ramps and accessible toilets, but understanding of sensory, cognitive, and emotional accessibility remains limited. The industry has started to recognise the need for quiet and sensory spaces, but these are still not standard practice, and too often, their implementation lacks supervision or proper resourcing.”

Helen Moon, Chief Executive at Event Well 

Why accessible events are critical

1. Reaching a wider audience

The first part of an attendee’s experience is when they visit your event website. If the website isn’t accessible, you will likely lose some attendees before they can even consider whether to attend your event.  By inadvertently doing this, you’ll miss the opportunity to access an audience with substantial buying power. 

Improving accessibility in events can significantly broaden an organization's audience reach. For example, in the UK, the spending power of households with at least one disabled person is estimated at approximately £274 billion per year. 

In the USA, the Open Doors Organization's 2024 Market Study reveals that over the past two years, 25.6 million travelers with disabilities have made a total of 76.9 million trips and spent nearly $50 billion.

By making events more accessible, organizations are more able to tap into this substantial market.  

2. Enhancing the attendee experience

When events are accessible, all participants can fully engage with the content, activities, and networking opportunities. Enhanced accessibility features, such as clear signage, assistive technologies, and inclusive communication methods, create a welcoming environment where everyone feels valued.

3. Promoting inclusivity

Accessible events demonstrate a commitment to equality and inclusion. Organizations enable a sense of community and respect by ensuring all attendees can participate without barriers. This strengthens brand reputation and encourages brand loyalty. 

What are the risks of non-compliance with the European Accessibility Act?

Failing to meet the EAA’s accessibility standards can have serious consequences for organizations, both legally and reputationally.

1. Legal penalties

Non-compliance can lead to:

• Fines or legal actions imposed by regulatory authorities.
• Lawsuits from individuals or advocacy groups claiming discrimination or lack of access.
• Suspension of licenses or certifications required to operate in specific sectors.

Notes and fines for select European Union countries:

• Austria: Administrative fines of up to EUR 80,000, product recall, or an obligation to discontinue the service would also be possible.
• Belgium: Officials have the power to give out fines maxing out at EUR 200,000.
• Germany: Violations can be sanctioned with fines of up to EUR 100,000.
• Italy: Fines can be levied ranging from 5,000 to 40,000 euros.
• Ireland: a) a class A fine or to imprisonment for not exceeding 6 months or to both, or b) a fine not exceeding EUR 60,000 or to imprisonment for a term not exceeding 18 months or to both.
• Netherlands: The Dutch Media Authority may issue a fine of a maximum of €90,000, while the Authority Consumers and Markets may issue a fine of €900,000 or if the yearly turnover exceeds this amount, 1% to 10% of the yearly turnover.

2. Reputational damage

Accessibility failures can harm an organization’s public image. Attendees are likely to share negative experiences, and news of non-compliance can spread quickly through social media or industry networks. This can lead to:

• Loss of trust from customers, partners, and stakeholders.
• Negative press coverage, damaging the organization’s reputation.
• Difficulty attracting future attendees, sponsors, or partners.

3. Missed opportunities

Organizations that fail to prioritize accessibility risk excluding a significant portion of their audience. This can result in:

• Reduced ticket sales or attendance rates.
• Missed chances to collaborate with accessibility-focused organizations.
• Providing potential opportunities to competitors

Tips to prepare your events for the European Accessibility Act

Ensure digital accessibility  

With virtual and hybrid events becoming more prevalent, digital accessibility is a critical component of event planning. This is where compliance with the Web Content Accessibility Guidelines (WCAG) becomes essential, as the EAA aligns with these standards.

Understand WCAG and the EAA

The WCAG provides a framework for making web content more accessible. It’s wise to familiarize yourself with the key principles of the framework:

• Perceivable: Information should be presented in ways that all users can perceive, such as providing text alternatives for images.
• Operable: Interfaces should be easy to navigate using a variety of devices and assistive technologies.
• Understandable: Content should be clear and predictable.
• Robust: Websites and digital tools should work with a wide range of assistive technologies.

Design accessible websites

Adopting website accessibility has long been a wise procedure. The new legislation will require you to ensure that your websites are available to all. 

• Use alt text: Provide descriptive alt text for all images to ensure screen readers can interpret visual content.
• Keyboard navigation: Design the site so it can be navigated using only a keyboard, benefiting users who cannot operate a mouse.
• Contrast and text size: Ensure there is sufficient colour contrast between text and backgrounds, and allow users to adjust text size on their devices.
• Heading structure: Use headings to make online forms easy to navigate and accessible for users with disabilities. 

Provide accessible virtual events

Platforms must support captioning, sign language interpretation, and compatibility with assistive devices.

Test for accessibility

Before launching a website or virtual platform, it is essential to conduct thorough testing.

• Manual testing: Involve individuals with disabilities to evaluate your digital tools and offer feedback. Take keyboard testing for your sites into account. 
• Continuous improvement: Regularly update your digital platforms to ensure compliance with the latest standards. Use software that actively keeps these platforms accessible and includes documentation like VPATs that indicate the level of accessibility. 

The EAA is a call to action to ensure that digital accessibility standards are met. The good news? With some thoughtful preparation, you can comply with the EAA and create events that are welcoming and inclusive for everyone. 

“Shift from being reactive to proactive – don’t wait for attendees to request support. Instead, send a message asking, “How can we support you at the conference?” while highlighting the accessible features already in place and whether they require anything else to support their attendance. Simple steps like providing detailed access information, asking about specific needs during registration, making small adjustments, using inclusive signage, and fostering a culture of empathy through basic disability awareness training for staff can have a huge impact with minimal effort.” 

Sammy Connell, ABPCO Co-Chair and Head of Events NASUWT 

Don't forget accessibility at in-person events

In addition to the digital requirements mandated by the EAA, it’s also a good reminder to consider in-person accessibility at events. Here are a few tips:

Choose an accessible venue

• Physical accessibility: Ensure the venue has step-free access, ramps, or elevators where needed. Entrances, hallways, and rooms should accommodate wheelchairs and mobility aids, with wide doorways and clear pathways.
• Accessible restrooms: Verify that restrooms are designed for individuals with disabilities, with proper signage and sufficient space for maneuverability.
• Parking and transport: Provide accessible parking spots close to the entrance and confirm the availability of public transport options with accessible features, such as low-floor buses or lifts in train stations. Look for reserved spaces for wheelchairs and companions. 

💡Learn more about key questions to ask in our venue accessibility checklist

Conduct a venue accessibility audit

Before booking a venue, conduct a thorough accessibility audit. Make sure to check, assess, and test: 

• Availability of trained staff to assist attendees with disabilities
• Floor plans highlighting accessible routes
• Emergency exit plans that consider individuals with disabilities
• Step-free access and elevators
• Restroom accessibility
• Parking and transport links
• Access to charging points for mobility devices
• Functionality of assistive listening systems and elevators
• Support services, such as hiring interpreters or arranging for mobility equipment rentals
• Hearing loop availability and assistive technologies
• Changes needed for specific events, such as reserved seating for individuals with disabilities or temporary ramp installations
• Policies for accommodating service animals

Provide assistive services

Assistive services can make a significant difference for attendees with disabilities. Some key considerations include:

• Sign language interpreters: Offer sign language interpretation during presentations, panels, or keynote speeches.
• Live captioning: Provide real-time captions and transcription services during sessions to assist those with hearing impairments.
• Hearing loop availability and assistive listening devices.

Accommodate diverse needs

Every individual is unique, so flexibility is key. Here are some ways to plan for a variety of requirements:

• Seating: Reserve seating for wheelchair users and individuals who need easy access to exits. Offer a mix of seating options to accommodate comfort and mobility needs.
• Dietary restrictions: Ensure catering services can accommodate dietary restrictions, including allergies, religious practices, and specific dietary preferences.
• Quiet spaces: Designate quiet areas where attendees can retreat if they need a break from noise or stimulation.

Ensure clear signage 

Clear, visible signage is essential for guiding all attendees, especially those with visual or cognitive impairments. Follow these guidelines:

• Use large, high-contrast text: Combine with simple fonts to improve readability.
• Incorporate Braille or tactile signage:  Where possible, use signage that takes account of peoples’ differing needs.
• Include clear symbols and arrows to direct attendees: Direct attendees to key areas like registration, restrooms, and session rooms.

Provide onsite support 

Trained staff and volunteers can provide invaluable support to attendees. Consider implementing these suggestions:

• Accessibility training: Train your team on how to assist attendees with disabilities effectively and respectfully.
• Information desks: Set up information desks staffed with individuals ready to address accessibility questions or concerns.
• Emergency planning: Ensure your emergency procedures, including evacuation plans and communication methods, account for the needs of attendees with disabilities.

How else can I prepare for the European Accessibility Act?

1. Audit current practices

Conduct an accessibility audit of your event planning processes, venues, and digital tools. Identify any gaps and prioritize improvements based on the EAA requirements.

2. Engage experts early 

Consult with accessibility experts, disability advocates, and your audience. Their insights can help you anticipate needs and address potential barriers.

Hire accessibility experts during the initial planning stages to conduct audits, provide recommendations, and oversee the implementation of accessibility measures. Implementing their advice early on is much easier than making adjustments later. They can also train teams to integrate accessibility into all event workflows.

3. Invest in training

Train your team, contracted freelancers, and volunteers on accessibility best practices. This includes educating them about the EAA and providing specific training on assisting attendees with disabilities.

4. Allocate budget 

Include accessibility-related costs in your event budget. This might include measures such as hiring interpreters, installing assistive technologies, or upgrading digital platforms.

5. Communicate your commitment

Promote your accessibility efforts in event materials and on your website. Clearly outline the accommodations available and invite attendees to share their specific needs in advance.

6. Monitor and evaluate

After each event, try to get feedback from attendees about the accessibility of your event. Use this information to improve future planning.

7. Develop accessibility checklists for each event type

Create tailored accessibility checklists specific to the type of event (e.g., conferences, trade shows, concerts) to ensure all aspects are covered. Streamline your planning by including physical, digital, and service-oriented accessibility considerations.

8. Create accessibility FAQs and resources for attendees

Develop detailed FAQ sections or accessibility guides for event websites and materials. Address common attendee questions about issues like parking, transport, facilities, and available support services to make navigating the event easier.

9. Test event accessibility with focus groups

Before hosting events, invite individuals with disabilities to participate in mock setups. Collect feedback on aspects like navigation, seating, communication aids, and digital platforms to identify and fix barriers.

10. Implement post-event accessibility surveys

Introduce post-event surveys specifically focusing on accessibility. Ask attendees to share their experiences and suggestions. This feedback is invaluable for improving future events.

11. Plan for multi-sensory accessibility needs

Consider accessibility beyond mobility and visual impairments. Include assistance for individuals with sensory processing disorders or cognitive disabilities, such as providing noise-canceling headphones or quiet rooms. You could also simplify event schedules with visual cues for attendees with neurodiverse needs.

12. Include accessibility in vendor agreements

When contracting with suppliers and vendors (e.g., caterers, tech providers), include clauses that require them to comply with accessibility standards. This ensures the entire supply chain aligns with EAA requirements.

13. Develop emergency accessibility protocols

In addition to general emergency planning, prepare protocols specifically addressing the evacuation or assistance of attendees with disabilities.

How can event technology support accessibility?

Event technology plays a critical role in ensuring that events are accessible to all attendees, including those with disabilities. Event organizers can create inclusive experiences that accommodate diverse needs by using the right tools and platforms. 

• Assistive listening devices: These devices amplify sound for attendees with hearing impairments, making it easier for them to follow presentations, discussions, or performances.
• Real-time captioning: Providing live captions for sessions ensures that attendees who are deaf or hard of hearing can access spoken content. This can be done through CART (Communication Access Real-Time Translation) services or automated captioning tools.
• Screen readers: For visually impaired attendees, screen readers can read out website content, apps, and event materials, enabling them to navigate and interact with digital platforms effectively.
• Accessible presentation formats: Ensure presentation materials are provided in formats that are accessible, such as large print, high contrast, or screen reader-compatible documents.

💡 Tip: Ask for product VPAT (Voluntary Product Accessibility Template) 

VPAT, or Voluntary Product Accessibility Template, is a document prepared by a product developer or vendor.  It describes how well the product conforms to accessibility standards, enabling buyers to make informed buying decisions. 

“You need to go beyond just features and agenda in terms of accessibility and usability. It’s critical in terms of inclusiveness and maximizing an organization’s participation levels.”

John Berggren, Executive Director for Operations, NFB (National Federation of the Blind) 

How Cvent technology supports accessibility  

At Cvent, we’re dedicated to making our products and websites usable by everyone, regardless of their abilities or circumstances.  We firmly believe in the power of inclusive design and strive to create experiences that work for everyone. By prioritizing accessibility, we can ensure that all our users can have a seamless experience with our products and websites. This includes: 

• Sourcing accessible venues: The Cvent Supplier Network allows event planners to review detailed information about venues, including accessibility features such as wheelchair access, availability of elevators, accessible restrooms, and other accommodations. This simplifies the process of finding venues that meet specific accessibility requirements.
• Registration websites: Cvent’s registration tools can be customized to include questions that identify attendees’ accessibility needs. For instance, you can ask about dietary restrictions, mobility requirements, or assistive technology preferences. By gathering this information in advance, planners will be better prepared to meet attendees’ needs.
• Venue 3D diagramming: With Cvent’s 3D diagramming tool, planners can visualize and customize venue layouts to accommodate specific accessibility considerations, such as ensuring sufficient space for wheelchairs or identifying the best seating arrangements for those who require sign language interpreters.
• Attendee Hub: For hybrid and virtual events, Cvent’s Attendee Hub provides accessibility features such as keyboard navigation, screen reader compatibility, and real-time captions for virtual sessions. This ensures that both in-person and remote attendees can engage fully with the event.
• VPAT compliance: Cvent complies with the Voluntary Product Accessibility Template (VPAT), which outlines how its products meet accessibility standards such as the Web Content Accessibility Guidelines (WCAG). This commitment ensures that event planners can rely on Cvent’s tools to deliver accessible experiences for all participants.

3 Ways to communicate your accessibility actions to stakeholders

1. Develop a clear accessibility statement

A well-crafted accessibility statement sets expectations and reassures stakeholders that accessibility is a priority. This should be publicly available and easy to understand.

• Post the statement on your event materials: Feature it on the event website, registration pages, and marketing materials.
• Ensure it’s actionable: Provide clear next steps for attendees who need accommodations.
• Align with legal requirements: Make sure you comply with the European Accessibility Act and other regulations at the same time as creating a welcoming experience beyond just legal requirements.

2. Engage stakeholders early

Set expectations with sponsors, vendors, and partners to ensure a unified approach to accessibility.

• Include accessibility requirements in contracts: Specify the obligations for vendors and sponsors.
• Host an accessibility briefing: Organise a pre-event session to ensure all stakeholders understand accessibility expectations.
• Provide a vendor accessibility checklist: This can help exhibitors and sponsors understand what’s required to be compliant.

3. Provide detailed accessibility information to attendees

Facilitate easy access for attendees to find and request accommodations.

• Create a dedicated accessibility page on your event website: Include key details, such as sign language interpretation, assistive listening devices, quiet rooms, and dietary accommodations.
• Include accessibility information on registration forms: This allows attendees to request accommodations.
• Pre-event communication: Reassure your attendees by sending accessibility details in confirmation emails and event guides.
• Provide multiple contact options: Offer email, phone, and social media channels for accessibility inquiries.
• On-site signage and announcements: Clearly signpost accessible routes, seating, and services.

European Accessibility Act FAQs

When does the European Accessibility Act come into force?

The European Accessibility Act (EAA) was adopted in 2019, and EU Member States were given until 28 June 2022 to transpose it into national law. The full enforcement date is 28 June 2025, which means businesses must comply with the EAA’s requirements by this deadline.

Who is affected by the European Accessibility Act?

The EAA applies to:

• Businesses and service providers operating within the EU, including those outside the EU that sell products or services to EU consumers.
• Manufacturers, importers, and distributors of certain products, such as consumer technology and banking terminals.
• Public and private sector service providers, including e-commerce, banking, and transport.

Microenterprises (fewer than 10 employees and under €2 million annual turnover) are generally exempt, but some Member States may impose additional requirements.

What are the key accessibility requirements under the EAA?

The EAA requires that products and services are designed to be accessible for people with disabilities.

Key areas include:

• Websites and mobile apps must comply with the Web Content Accessibility Guidelines (WCAG).
• Self-service terminals (e.g., ATMs, ticket machines) must be accessible.
• E-books and e-readers must support assistive technologies like screen readers.
• E-commerce platforms must ensure accessible navigation and transactions.
• Banking services, public transport, and telecoms must be accessible.

What are the consequences of non-compliance with the EAA?

Penalties will vary by country, as each EU Member State sets its own enforcement measures. Potential consequences include:

• Fines and legal action imposed by national authorities.
• Market restrictions, meaning non-compliant products/services cannot be sold in the EU.
• Reputational damage, including loss of business from government contracts and consumers prioritizing accessibility.

How is the EAA being implemented?

Each EU Member State is responsible for implementing and enforcing the EAA through national laws and regulations:

• Regulatory bodies will oversee compliance.
• Accessibility standards will guide businesses.
• The European Commission will monitor and report on progress.

What should organizations be doing to prepare for the EAA?

Organizations should:

• Conduct an accessibility audit of their products, services, and digital platforms.
• Update websites, mobile apps, and e-commerce platforms to meet WCAG 2.1 Level AA or higher.
• Ensure physical products and services meet accessibility requirements.
• Train staff on accessibility best practices.
• Work with accessibility consultants to implement required changes before the 28 June 2025 deadline.

Get ready for the European Accessibility Act

The European Accessibility Act (EAA) will significantly impact the meetings and events industry, making accessibility a priority for compliance and inclusivity. From accessible venues to assistive technologies and inclusive digital platforms, preparation is key to delivering events that engage all participants.

For more practical tips and guidance, download our full guide to accessibility.