Whether users are logging in remotely for work or a social gathering, there are ways in which event organizers can think critically about how to improve accessibility. Especially given the reality of Zoom fatigue, it can be particularly beneficial to offer a variety of options to meet the needs of folx.
Make Informed Decisions About Technology
According to a 2020 journal article that looked at improvements in accessibility at a variety of virtual conferences during the COVID-19 pandemic, closed captions and transcripts of events were important, especially for folx with hearing and visual disabilities. While these considerations would have likely been costly if attending in person, many video conferencing platforms easily provide such tools for online meetings. Organizers can better meet the diverse needs of attendees by doing adequate research on the various applications for virtual events to make informed decisions to promote greater accessibility for all. For instance, if you are hosting a support group for folx with body image concerns, the ability to appear on video with the option to block a view of yourself may be particularly helpful to navigate social anxiety challenges.
Promote the Safety of Attendees
In addition to the accessibility tools provided by a virtual platform, organizers should also be thinking critically about how to make attendees feel safe. According to Consumer Reports, there are likely some security concerns with all video conferencing applications, but there are also ways in which folx can limit their risks. While it is never ideal when an online meeting for work or pleasure is disrupted by an intruder, there are even greater concerns when hosting folx who are particularly marginalized. Some recommendations include settling on a single virtual platform, using services as a guest to avoid sharing as much information, becoming familiar with that application’s privacy features to maximize their use, signing up with a burner email address and password manager, utilizing the platform’s password function, and always assuming that you may be recorded. While these considerations may not be what first comes to mind for accessibility, virtual events must promote the safety of oppressed folx to be accessible.
Outline Objectives Clearly
According to a 2018 journal article that looked at the development of an asynchronous interprofessional learning platform, there were benefits to engagement that could transcend time and place constraints through extensive initial discussions to decide on the program’s objectives. Organizers do a disservice to the attendees of virtual events when they fail to make firm decisions about the goals that they are working to achieve. For example, if the goal of an event is psychoeducation rather than support, recordings may be a priority so that folx who are unable to attend at a scheduled time may still be able to benefit from the learning by viewing the recording at a later date. On the other hand, if synchronous participation is prioritized for a support group, access to the chat function for all attendees may aid with accessibility as folx who may be uncomfortable sharing their thoughts verbally may still be able to participate by typing out their feedback.
Validate Attendees and Promote Engagement
In a research study that measured the efficacy of a virtual resiliency intervention for parents of children with autism, its participants noted the benefits of being able to attend online without having to drive to an in-person session. Other folx admitted that they may not have tried new coping skills such as guided imagery without the opportunity to explore them with fellow participants and debrief about the process after. For instance, one attendee may feel extremely comfortable appearing on camera with their pet, while another may have concerns about folx being let into their home space, especially if cramped or shared with others. Given these considerations, skilled facilitators can make spaces accessible by offering a variety of ways for folx to engage safely on their own terms. Facilitators may promote comfortable engagement for folx by:
Making expectations explicit to reduce ambiguities for participantsProviding both video and call-in options for attending eventsBeing open to folx enjoying an activity to minimize social pressuresEncouraging participation during a time when folx may pop in or outSending calendar invites and reminders in advance of virtual eventsFacilitating connections among attendees based on shared interestsLetting folx know that there is no pressure for them to be on camera
Create Opportunities to Engage New Folx
The shift to online spaces prompted by the pandemic may also offer new opportunities that can provide benefits long after social distancing measures are a concern. A 2020 journal article delves into both the possibilities as well as the challenges of virtual volunteering, especially for youth, seniors, and folx with disabilities. Given how difficult recruitment and retention of volunteers can be, this virtual format may provide an opportunity to engage folx who may not have been well served by traditional structures for civic participation.
A Word From Verywell
While many organizations have begun to think more critically about accessibility, a great deal more work is needed for virtual events to truly live up to that goal. It can be helpful to think of accessibility as an area for improvement at all times. With such an approach, feedback from participants can come to inform better planning for future events.
