Registration is the first step in your guests’ journey. If someone can’t register, they can’t attend. Ensure registration materials, websites, desks, and queues are accessible from the start.
Scoping questions
This guideline applies if you answer yes to either:
- Do guests need to submit information before your event to sign up (ticket purchase, website form, mail, or on-arrival)?
- On the day of your event, are guests required to sign in before participating?
Implementation guidelines
General registration materials
Text and fonts
- Use easy-to-read, non-stylized, sans-serif fonts.
- Avoid decorative effects such as italics.
- Ensure a high contrast ratio between text and background (at least 4.5:1, ideally 7:1).
- Do not place text over images. If you must, put an opaque box behind it.
- Use proper sentence case. All-uppercase is acceptable for short headers.
- Avoid centered or indented text. Use left- or right-justified text as appropriate for your region.
Language
- Avoid long paragraphs. Use short, simple language.
- Use iconography or pictograms to break up large paragraphs.
- Add standard accessibility symbols (like the International Symbol of Access) when appropriate.
- Avoid pronouns like “you” and “I” whenever possible.
- Avoid hyphens to break text.
Accessibility options
- Publish information describing what accommodations will be available: sign-language interpretation, closed captions, audio descriptions, sensory processing aids, quiet rooms, elevators, accessible bathrooms, etc.
Accommodations and dietary restrictions
- Provide a way for participants to indicate accessibility accommodation and dietary needs.
- Acknowledge received requests and follow up if you have questions.
Example: a guest states they “need an aid for the event.” Write back and ask whether they will bring their own aid, are looking for an event-provided aid, or both.
Printed materials
Paper
- Avoid glossy paper and standard white printing paper — they can cause glare for those using magnification. Use a matte finish.
- Ensure paper is thick enough that text from one side isn’t visible on the other.
- Use standard 8.5 × 11-inch paper (or regional equivalent) or larger — not so large as to be unwieldy.
Text and fonts
- Font size between 16 and 18 pt.
- 1-inch margins.
Returns
- Anything to be returned (like a registration form) should be accompanied by a pre-paid, self-addressed envelope.
- Provide an alternative registration channel — website, email, or phone.
Online websites
- Registration websites should meet WCAG 2.1 AA.
- Provide an alternative such as an email address or phone number.
Registration desks
Kiosks
- Kiosk interfaces should meet WCAG 2.1 AA.
- Enable screen narration. Provide headphone jacks and headphones on request.
- Include a USB port. Have physical keyboards (large-print recommended) and braillers available on request.
- Staff the kiosks to help registrants and provide peripherals.
- Provide an alternative registration method beyond the kiosk.
Desks
- Desks must accommodate wheelchairs — able to roll up to and under.
- Have staff available to help with credentials, badges, and lanyards.
Lines
- Provide a separate line and check-in station for people with disabilities. If not possible, have staff walking the line to offer to advance guests who cannot wait.
- Outdoors: provide shade and water.
- Stanchions and barriers should be wide enough (ideally 48+ inches) for large power chairs.
- Provide water bowls and a designated relief area for service dogs (owners handle cleanup).
- Provide both visual and auditory queue instructions.
Signage and aids
- Post signs describing available accommodations: sign-language interpretation, closed captions, audio descriptions, sensory processing aids, quiet rooms.
- Provide sensory processing aids (ear plugs, fidgets, dark glasses) on request.
Pre-registration information
- Ensure registration staff have the list of accommodation and dietary requests, and the plans in place to fulfill them, so they can confirm with guests on arrival.
