Accessibility in congress management refers to making all processes – from registration, websites, and apps to the physical venue – accessible to 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 06/28/2025)
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 covers the entire attendee journey: the website with event information, the registration 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 06/28/2025, it mandates that companies provide accessible digital services for consumers
- European Accessibility Act (EAA): EU-wide framework implemented by the BFSG
- BITV 2.0: Governs requirements for public sector 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 bodies
Not all organizers automatically fall under the scope of the BFSG – purely B2B offerings are often exempt. However, anyone with end consumers as participants (typical for public congresses, public trade fairs, 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 audibly via appropriate tools
- Keyboard accessibility: All functions reachable without a mouse, visible focus indicator
- Contrast: Text meets minimum contrast requirements (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 guidance: Error messages that are specific and solution-oriented
- Consistent navigation: Recurring elements in the same position
- Plain language: Simple language wherever possible
Physical accessibility on-site
- Venue with wheelchair access, sufficiently wide paths, and accessible restrooms
- Ramps and elevators to all session rooms
- Induction loop systems in lecture halls
- Sign language interpreters for plenary sessions
- Reserved wheelchair spaces with a good view
- Quiet and retreat areas for people with sensory overload
- Assistance dog-friendly policies
- Emergency exits and emergency systems accessible to all
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 best accessible system will fail if the booth staff is not sensitized
- Testing with affected individuals – not just automated checks
- Iterative improvement – Accessibility is a process, not a final state
The ethical dimension
Accessibility is much more than a legal obligation. It is an expression of an inclusive mindset – and increasingly a factor for your reputation. The community recognizes events that take accessibility seriously. Conversely, negative experiences can become very visible online.
Those who view accessibility as a value rather than a burdensome requirement benefit from richer events, larger target 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 mistakes
- PDF-only programs: Image-only PDFs are not accessible
- Color coding without text: "Red sessions are workshops" – useless for those with color blindness
- Autoplay videos without controls
- CAPTCHAs without an accessible alternative
- Pop-ups without a clear way to close them
- Photo backgrounds behind text, which ruin the contrast
- Adding accessibility as an afterthought instead of designing for it from the start
Accessibility in Converia
Converia is consistently aligned with WCAG 2.1 AA: registration forms with a clear focus, high-contrast interfaces, screen reader compatibility, keyboard operability, and semantic HTML structure. The 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 retrofit laboriously later when the 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 operable – accessibility as a foundation, not an add-on.