How to Write an Accessibility Statement for an Event Registration Page

An event accessibility statement is a short message that tells people two important things:

1. Your organization wants them to be able to participate.
2. There is a clear way to request an accessibility accommodation.

This statement might take up only a few lines on your registration page, but it can shape an attendee's entire experience.

Without it, someone may not know whether the venue has step-free access, whether live captions will be available, or who to contact about an American Sign Language interpreter. They may decide that asking is too difficult, or that the event is not meant for them.

A useful event accessibility statement does more than express good intentions. It gives people information they can act on.

This guide explains what to include, what to avoid, and how to adapt sample wording for an in-person, virtual, or hybrid event.

What is an event accessibility statement?

An event accessibility statement is a short section of an invitation, announcement, or registration page that explains how attendees can request disability-related accommodations.

It may also describe accessibility features that are already planned, such as:

• Live captions
• Wheelchair-accessible entrances
• Accessible seating
• American Sign Language interpretation
• Assistive listening devices
• Accessible digital materials
• A quiet room
• Remote participation
• Accessible restrooms
• Dietary accommodations

The statement should not be confused with a general website accessibility statement. A website statement usually describes an organization's broader commitment to making its website accessible.

An event accessibility statement is specific to one event. It tells attendees what they need to know before registering or arriving.

The W3C guide to developing an accessibility statement recommends writing accessibility information in simple, useful language instead of filling it with technical or legal terms. That same principle applies to an event registration page.

Why your registration page should include one

People should not have to register first and ask questions later.

The registration page is often where someone decides whether attending is practical. This makes it the right place to explain available access and invite accommodation requests.

Federal guidance on accessible meetings from Section508.gov recommends making the registration process accessible and giving attendees a way to request accommodations such as CART captioning or an ASL interpreter.

An accessibility statement can help an organizer:

• Learn about access needs early
• Budget for accommodations
• Arrange services before providers become unavailable
• Give attendees a clear point of contact
• Reduce uncertainty about the venue or event format
• Show that accessibility is part of the plan
• Avoid making people search for help

It can also improve your event for people who never submit a formal request. Clear directions, captions, readable materials, and an accessible registration process benefit many attendees.

An accessibility statement is not a substitute for making the event accessible from the beginning. It is one part of a larger plan. Use it alongside an event accessibility checklist that covers the venue, audio, presentations, captions, and attendee communication.

What should an event accessibility statement include?

A useful statement usually has six parts.

1. A clear welcome

Begin with a direct statement that people with disabilities are welcome and that the organizer is committed to accessibility.

Keep it sincere and specific.

"Special needs" can feel outdated and vague. "Accessibility accommodations" or "disability-related accommodations" is clearer.

Avoid making absolute promises unless you have verified them. Saying an event is "fully accessible" can create confusion if the venue, registration form, livestream, or materials still have barriers.

2. Accessibility features that are already planned

Tell attendees what will be available without requiring a request.

For an in-person event, this might include:

• A step-free entrance
• Accessible restrooms
• Reserved accessible seating
• Live captions on the main screen
• Captions that attendees can open on their phones
• An assistive listening system
• Accessible parking or a drop-off area
• A fragrance-aware seating area
• A quiet room

For a virtual event, you might mention:

• Live captions
• An ASL interpreter
• Keyboard-accessible meeting controls
• Accessible presentation materials
• A telephone dial-in option
• A recording with corrected captions after the event

Only list features you have confirmed.

If live captions are planned, explain how attendees will view them. "Live captions will be available" is useful, but "Live captions will appear on the main screen and can also be opened on a personal device" is better.

3. A way to request another accommodation

Give attendees a clear action to take.

The statement should name a person, team, or office that can respond. Include an email address, request form, phone number, or more than one option when possible.

The UCSF guide to planning accessible events recommends designating a person on the planning team to manage accessibility and accommodation requests.

A specific contact is more reassuring than a general instruction to "contact the organizer."

If you use a form, label the link clearly: "Request an accessibility accommodation."

Avoid vague links such as "Click here" or "More information."

4. A reasonable request date

Some accommodations take time to arrange. ASL interpreters and professional CART captioners, for example, may need to be booked in advance.

Give attendees a date rather than saying "contact us soon."

Treat this as a planning date, not an automatic cutoff. Requests may arrive after it. Your statement can make clear that you will still consider them.

Do not say that late requests will be rejected. A person may learn about the event after the preferred date, or their needs may change.

Your legal obligations can depend on the organization, event, location, and circumstances. Ask your accessibility coordinator or qualified counsel if you are unsure how to handle a request.

5. A short privacy explanation

An accommodation request may include personal information. Tell attendees who will receive it and how it will be used.

You do not need a long policy inside the statement.

Avoid asking attendees to describe their full medical history on a general registration form. Start by asking what accommodation would help them participate.

If your event uses live transcription, also decide what will happen to the audio and generated text. The guide to writing a live-caption privacy notice explains how to communicate those decisions.

6. A day-of-event contact

Whenever possible, tell attendees where they can get help during the event.

This may be:

• The registration desk
• An accessibility coordinator
• A volunteer wearing a specific badge
• A phone or text number
• A virtual help room
• A private chat contact

This detail is especially valuable when an entrance is locked, reserved seating is moved, captions stop working, or an attendee cannot find an accessible route.

How to write the statement step by step

Step 1: Confirm what the event already provides

Talk with the venue and event team before writing the statement.

Confirm details such as:

• Step-free routes from the entrance to the event space
• Accessible restrooms
• Accessible parking and drop-off locations
• Seating options
• Stage or presentation access
• Live caption availability
• ASL interpreter visibility
• Assistive listening devices
• Accessible versions of handouts
• Virtual platform accessibility
• Emergency procedures

Do not copy an old accessibility statement without checking the current venue and setup.

Step 2: Choose an accessibility contact

Assign one person or team to receive requests.

That contact should know:

• Who can approve accommodation spending
• How to book captioners and interpreters
• Who manages the venue
• Where to find accessible materials
• How attendee information will be protected
• Who will help during the event

Create a backup contact as well. Requests should not go unanswered because one staff member is away.

Step 3: Write in plain language

People should understand the statement on the first reading.

Use short sentences and familiar words. Explain abbreviations the first time they appear.

For example, write: "Communication Access Realtime Translation, also known as CART, can be requested."

Do not assume every attendee knows the difference between CART, automatic captions, an assistive listening system, and an ASL interpreter.

The ADA guidance on effective communication explains that different people use different methods of communication. The appropriate service depends on the person and the nature, length, complexity, and context of the communication.

This is why organizers should not assume one accessibility feature will work for everyone.

Step 4: Ask what will help, not for a diagnosis

A registration form can include a simple question such as:

You can add examples without turning them into a complete list:

Examples may include live captions, ASL interpretation, wheelchair-accessible seating, large-print materials, or another accommodation.

Include an option to describe something that is not listed.

An open question gives attendees room to explain what they need without forcing them to select an unsuitable category.

Step 5: Add a preferred response date

Choose a date based on the services you may need to arrange. Work backward from the event and check provider availability.

Do not hide the date in fine print. Put it inside the accessibility statement and near the accommodation field.

Step 6: Test the registration process

The statement cannot help if the form itself is difficult to use.

Before publishing, check whether someone can:

• Reach every field using a keyboard
• Understand each form label
• Increase the text size
• Read error messages
• Submit the form with a screen reader
• Request an accommodation without completing unrelated optional fields
• Receive a clear confirmation
• Contact a person if the form does not work

If the event flyer is an image, repeat all essential information as real text on the registration page. Do not make an inaccessible attachment the only source of event details.

Step 7: Follow up after a request

A submitted form is the start of the conversation.

A simple follow-up process is:

1. Acknowledge the request.
2. Ask a focused question if clarification is needed.
3. Confirm what will be provided.
4. Share arrival or access instructions.
5. Give the attendee a day-of-event contact.
6. Tell relevant staff only what they need to know.
7. Check in after the event when appropriate.

Do not leave an attendee wondering whether their request was received.

Event accessibility statement examples

Replace every bracketed section with information that is accurate for your event.

Short accessibility statement

Detailed statement for an in-person event

Statement for an event with live captions

For help deciding which service is appropriate, read AI Live Captions vs CART: Which Should Your Event Use?

Statement for a virtual event

Statement for a hybrid event

Simple registration-form question

Do not make the attendee select "No" before continuing. People should be able to skip an optional accommodation question.

Common accessibility statement mistakes

Saying the event is fully accessible without checking

Accessibility is not one feature. A venue may have a ramp while still lacking an accessible restroom, readable signage, captions, or an accessible stage.

Describe confirmed features instead of making a broad promise.

Using "special needs"

Use "accessibility accommodations," "disability-related accommodations," or direct language about participation.

Listing only one possible accommodation

A statement that says "captions available upon request" may unintentionally suggest that captions are the only option.

Use examples, then leave the request open.

Treating AI captions as a universal solution

Automatic captions can make many events easier to follow, but they do not replace every requested accommodation.

Someone may need CART, an ASL interpreter, an assistive listening device, or another service. Speak with the attendee before deciding what will provide effective access.

Hiding the contact information

Place the statement directly on the registration page. Do not make attendees search through a footer, policy document, or general contact directory.

Repeat the statement in event emails, social posts, printed materials, and confirmation messages when possible.

Using a deadline as a rejection date

A preferred date helps the organizer plan. It should not be presented as a reason to ignore later requests.

Asking for unnecessary personal details

Focus on what will help the person participate. Limit who can access accommodation information and do not include it in general attendee lists.

Forgetting speakers and volunteers

Presenters, panelists, vendors, and volunteers may also need accommodations. Give them the same clear request process.

Where should the statement appear?

Put the accessibility statement anywhere someone might encounter the event.

Useful locations include:

• The event registration page
• The event listing
• Invitation emails
• Social media event descriptions
• Printed flyers
• Confirmation emails
• Speaker instructions
• Attendee reminder messages
• The venue information page
• The virtual event lobby

Use the same core wording everywhere. This reduces the risk of publishing different dates or contact details.

The statement should remain available after registration closes so attendees can find the contact information again.

How to mention live captions responsibly

If captions are confirmed, say so plainly.

Then explain how attendees will access them:

A QR code and short web address will be shown at check-in and on the opening slide.

Do not make people ask for a feature you already plan to provide. Announce it on the registration page and again at the event.

You should still give attendees a way to request another communication service. The ADA notes that effective communication depends on the individual and the situation. A person's usual method of communication matters.

If you are organizing a discussion with several speakers, the guide to running a captioned panel or town hall explains how to plan microphones, audience questions, QR access, and caption monitoring.

Final checklist before publishing

Check each item before the registration page goes live:

• The statement welcomes people with disabilities.
• Existing accessibility features have been verified.
• The statement names a real contact person or team.
• Attendees have at least one practical way to make a request.
• The preferred request date is clear.
• Later requests are not automatically rejected.
• The form asks what accommodation would help.
• The form does not ask for unnecessary medical details.
• Accommodation information has a privacy plan.
• The registration form works with keyboard navigation.
• Important event details are available as real text.
• A process exists for acknowledging and confirming requests.
• Speakers and volunteers can request accommodations too.
• A day-of-event contact has been assigned.
• Live-caption wording matches the actual setup.

Frequently asked questions

Does every event need an accessibility statement?

Including one is a strong practice for public, workplace, educational, community, and nonprofit events. Some organizations may also have legal or policy requirements.

The exact obligations depend on the organization, event, location, and audience. Ask an accessibility coordinator or qualified legal professional when you need advice about a specific event.

How long should an event accessibility statement be?

A short statement may be two or three sentences. A larger conference may need a longer accessibility section describing the venue, captions, transportation, seating, quiet spaces, and accommodation process.

Length matters less than usefulness. Attendees should be able to find the contact information and understand what to do.

When should the accommodation request date be?

Set the date early enough to arrange likely services. Some organizers use a date one or two weeks before the event, but interpreter, captioner, venue, and material needs vary.

Continue considering requests received after the preferred date.

Should we list accessibility features that are already available?

Yes. Telling attendees what is already planned can answer questions before they become requests. Only list features you have verified.

Can automatic captions be included in the statement?

Yes, if they are confirmed. Describe where the captions will appear and whether personal-device access is available.

Do not assume automatic captions satisfy every communication request. Give attendees a way to request CART, ASL interpretation, or another accommodation.

Should the form ask what disability the attendee has?

A general event form should usually focus on the accommodation or access need rather than requesting a full diagnosis or medical history.

Some organizations have specific procedures for reviewing requests. Ask your accessibility or legal team before collecting medical information.

What happens after someone requests an accommodation?

Acknowledge the request, clarify what is needed when necessary, and confirm the arrangement. Give the attendee instructions and a contact for the event day.

What if nobody requests an accommodation?

Continue with the accessibility features already planned. Many people benefit from captions, readable materials, clear audio, step-free routes, and personal viewing options without submitting a request.

Make the invitation match the experience

A good event accessibility statement is brief, honest, and useful.

It welcomes people, describes confirmed access, and gives attendees a clear way to ask for what they need. More importantly, it connects the promise on the registration page to a real person and a real planning process.

Publish the statement early. Respond to requests promptly. Confirm the arrangements before the event.

That is how a few lines on a registration page become meaningful access.

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