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Drupal event accessibility playbook

Last updated on
4 November 2021

This Drupal event accessibility playbook was developed as a resource for Drupal event organizers around the world. Event organizers should review and adapt to their own events as necessary. This document is not necessarily designed to take into account unique attributes of every type of Drupal event and cannot take into account all local regulations. Please take care to use and adopt wisely.

Changes to this document will be considered via the Event Organizers Working Group issue tracker. 

Prior to the event

Develop the event's Event Accessibility Commitment (EAC)

  • An “Event Accessibility Commitment” is a statement for each event regarding the accessibility of the event - similar to a terms of service or Code of Conduct (see sample below).

  • Keep the language clear and simple to make it as accessible as possible for everyone

  • Link to the EAC from the event website's header and/or footer.

  • Review, and update the EAC template provided below to ensure that the scope is accurate. 

  • Ensure that the EAC you publish only contains things that you are able and willing to provide for all expected audiences of your event. If you can’t provide it, don’t say it.

Include EAC acknowledgement in event registration process

  • Add a required opt-in checkbox to the event registration process that makes it clear that event participants acknowledge the EAC. Example:[ ] By checking this box you accept our Event Accessibility Commitment and the reasonable accessibility accommodations provided.

  • Be sure to include contact info for EAC representatives, who can answer questions and provide help.

  • Be sure to link to the EAC.

Include information for speakers about their responsibilities

  • Make presenters aware of accessible presentation guidelines.

  • Ask presenters to enable captioning for presentations (see Tools)

  • Ask presenters to repeat audience questions so they are included in the captioning

During to the event

  • Ensure that all promised accommodations are working and available as promised.

  • Respond to attendee requests for modifications or additions to available accommodations with patience, grace, and professionalism. 

After the event

  • Review feedback to accessibility accommodations and capture potential improvements and/or changes for future events in an easily discoverable location for future organizers.

  • Follow-up with any attendees who provided feedback (positive, neutral, or negative) of the event's accessibility accommodations.

  • Share any lessons-learned with the Drupal Event Organizers Working Group via the issue queue. 

[SAMPLE] Event Accessibility Commitment 

The Drupal community is composed of and fully reliant on the amazing diverse people who choose to participate. We value each of you and your perspectives. To show our respect, we strive to be as inclusive and, therefore, as accessible as we can be. For this event, we will ensure reasonable accommodations are made to ensure an accessible environment as much as possible. To facilitate this, we are providing a list of accommodations:

These are a few potential options, please edit this list as your event allows:

  1. The event website meets WCAG AA standards.

  2. Event presenters are accountable (via the speaker agreement) for their presentations meeting WCAG AA standards.

  3. Machine captioning will be provided for all scheduled presentations.

  4. This in-person event (the main event and/or socials) will be held in a building that meets local governmental regulations for accessible design. 

  5. Accessibility options for the event venue will be communicated to attendees and attendees will be able to communicate their accessibility needs to event organizers.

  6. Videos posted after the event will have captions or a transcript available.

We recognize that these accommodations may not meet every individual's needs, even if based on internationally accepted processes, and we want every member to feel welcome. If given several weeks notice of a specific need or request our organizers will make every effort to accommodate the additional needs. Efforts may include finding resources within the event budget for additional accommodations or soliciting for sponsors to help meet the request. We cannot commit to providing all additional accommodations but we are dedicated to making our best effort. As a member of our community, when submitting a request for additional resources (via our contact page [LINK]), you can help by providing an example or resources to help meet the request.

Each member's unique perspective makes our global community stronger. Thank you for growing with us. 

Event organizers are individuals volunteering their time and expertise to help keep our Drupal community strong and connected. Planning these events is a big undertaking with countless details to be considered. To help event organizers create accessible events, we have gathered this list of recommended tools that organizers can lean on.

This list is always evolving as our familiarity with the tools used in our community grows. Don’t see something? Let us know by opening a new issue in the Drupal Event Organizers Working Group issue queue.

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