Accessibility in congress management refers to the accessibility of all processes – from registration, the website, and the app to the venue itself – for people with disabilities or other limitations. Since 2025, it has been a legal requirement in Germany for many digital services under the Accessibility Strengthening Act (BFSG).
Legal basis (DE): BFSG (since June 28, 2025)
EU basis: European Accessibility Act (EAA)
Technical standard: WCAG 2.1 AA, EN 301 549
What is accessibility in congress management?
Accessibility means that everyone – regardless of physical, sensory, or cognitive limitations – can perceive, understand, and participate in the event. This applies to the entire attendee journey: the website with event information, the registration process and its forms, the digital program, on-site navigation, and finally, the individual sessions.
What was long considered a "nice-to-have" has been a legal requirement in many areas since 2025 – and is increasingly expected by the community as a matter of course.
Legal requirements
- Accessibility Strengthening Act (BFSG): In effect in Germany since June 28, 2025, it obliges companies to design digital services for consumers in an accessible manner
- European Accessibility Act (EAA): EU-wide foundation that implements the BFSG
- BITV 2.0: Governs requirements for public bodies in Germany
- WCAG 2.1 AA: International technical standard for accessible web content
- EN 301 549: European standard for the accessibility of ICT products
- State Disability Equality Acts: Supplementary requirements for public institutions
Not all organizers automatically fall under the BFSG – purely B2B offerings are often exempt. However, anyone with end consumers as participants (typical for public congresses, trade fairs, or mixed target groups) is obligated to comply.
Digital accessibility
For the congress platform, accessibility specifically means:
- Semantic HTML: Correct use of headings, lists, and form labels
- Screen reader compatibility: All content is usable without visual perception and can be accessed acoustically by appropriate tools
- Keyboard operability: All functions accessible without a mouse, visible focus indicator
- Contrast: Text meets minimum contrast ratios (4.5:1 for normal text)
- Scalability: Content functions at 200% zoom without loss
- Alternative text: Images have meaningful alt descriptions
- Subtitles and transcripts for video and audio content
- Clear form assistance: Error messages are specific and solution-oriented
- Consistent navigation: Recurring elements in the same position
- Understandable language: Plain language where possible
Physical accessibility on-site
- Venue with wheelchair access, sufficiently wide paths, and accessible restrooms
- Ramps and elevators to all session rooms
- Inductive hearing loops in lecture halls
- Sign language interpreters for plenary sessions
- Reserved wheelchair spaces with good visibility
- Quiet and retreat rooms for people with sensory overload
- Assistance dog-friendly policies
- Emergency exits and emergency systems that are accessible
Practical implementation
- Accessibility statement on the event website (BFSG requirement)
- Feedback mechanism for accessibility issues
- Needs assessment during registration: Does the person require specific support?
- Regular audits by specialized service providers
- Team training – even the most beautiful accessible system will fail if staff are not sensitized
- Testing with affected individuals – not just automated checks
- Iterative improvement – accessibility is a process, not a state
Ethical dimension
Accessibility is much more than a legal obligation. It is an expression of an inclusive mindset – and increasingly a reputation factor. The community recognizes events that take accessibility seriously. Conversely, negative experiences can become very visible online.
When you view accessibility as a value rather than a burdensome requirement, you gain richer events, broader audiences, and stronger relationships. About 10% of the population lives with a disability—and when you include temporary or situational limitations (injuries, noisy environments, mobile use), practically everyone benefits from good accessibility.
Common practical mistakes
- PDF-only programs: Image-only PDFs are not accessible
- Color coding without text: "Red sessions are workshops" – useless for the colorblind
- Autoplay videos without controls
- CAPTCHAs without an accessible alternative
- Pop-ups without a clear way to close them
- Photo backgrounds behind text that ruin contrast
- Retrofitting accessibility instead of designing for it from the start
Accessibility in Converia
Converia consistently adheres to WCAG 2.1 AA: registration forms with clear focus, high-contrast interfaces, screen reader compatibility, keyboard navigability, and semantic HTML structure. Our event app and participant portals also follow these standards.
Accessibility as a standard, not an afterthought
With Converia, you build on an accessible foundation—instead of having to perform costly retrofits later when a BFSG audit is just around the corner.
- GDPR for events – Compliance & Law
- Event app – Communication & Journey
- Event registration – Ticketing & Registration
WCAG 2.1 AA, screen reader compatible, keyboard navigable – accessibility as a foundation, not an add-on.