A Guide to Accessible Event Registration and Badge Collection   

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When planning an event, it's essential to consider every detail of your attendees' experience, starting from registration right through to onsite badge collection.

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Accessibility isn’t just a box to tick; it’s about ensuring everyone can participate fully and comfortably. 

At CrowdComms we have delivered different experiences for many of our clients so have drawn from our client management team’s experience to offer top tips for event accessibility when it comes to registration and badging, to enhance your attendee user experience (UX) from start to finish. 

The Importance of Accessibility in Events 

Why Accessibility Matters 

Accessibility ensures that everyone, regardless of their abilities, can engage with your event.  

It encompasses not only physical access but also digital interactions and onsite processes. By prioritising accessibility, you create an inclusive environment that welcomes all attendees and demonstrates your commitment to their experience. 

Mapping Out the Attendee Journey 

Understanding your attendees’ journey is crucial to identifying potential accessibility challenges or areas for improvement in your existing registration process.  

Have you considered how your event attendees interact with your online forms, emails, and onsite badge collection for example? Mapping out every step of this journey helps you visualize and improve each touchpoint, ensuring a seamless experience for your attendees. 

If you feel we have missed a crucial step, please don’t hesitate to contact us https://www.crowdcomms.com/contact/ and we can add that to this blog. 

5 Actionable Tips for Improving UX in Event Registration and Badge Collection

 1. Optimise Online Registration Forms 

Make sure your registration forms are accessible to everyone. Use clear, simple language and avoid jargon and use alternative forms if your software isn’t up to par.  

Ensure the forms are compatible with screen readers and other assistive technologies for example and provide alternative text for images and ensure that form fields are properly labeled. You can also ensure that each field is connected in a straightforward flow, when a user presses the “tab” key on their keyboard.  

2. Send Accessible Emails 

Email communication is a vital part of the registration process as it confirms all important and relevant details for the event.  

Use a readable font size and contrast colors that are easy on the eyes. Include alt text for images and ensure any links are descriptive so that those using screen readers know where the links will take them. Additionally, provide information in multiple formats (e.g., HTML and plain text), so that all attendees can access and engage with the content. 

3. Customise Badge Printing Options 

At the event, offer customisable badges that cater to various needs.  

As a standard, choose larger print sizes or high-contrast color schemes to make badges more visibile. Ensure that your event badges are easy to read from a distance to accommodate those with visual impairments. 

4. Accessible Onsite Badge Collection 

Design an intuitive and accessible badge collection process.  

Clearly mark signage with large fonts and provide instructions in multiple formats, such as utilizing braille if applicable.  

You also must ensure that the badge pickup area is physically accessible, with ramps and wide enough spaces to accommodate wheelchairs and mobility devices and crucially, be at an accessible height.  

5. Gather Feedback and Evolve 

Don’t wait until after the even to collect feedback. Ask at any point during your event marketing campaign how you can make your event more accessible for participants. Gather feedback specifically related to accessibility and the overall attendee experience and use surveys, interviews, or feedback forms to collect these valuable insights to make your event more accessible.  

Analyze this data to identify areas for improvement and implement changes for future events so that your audience also knows that you listen. Continuous iteration will help you create more accessible and enjoyable experiences over time. 

Make Events More Accessible 

Improving accessibility in event registration and badge collection not only enhances the experience for attendees with disabilities but also creates a more inclusive and welcoming environment for all.  

By optimising online forms, event communications, and the onsite badge or registration processes, you ensure that everyone can participate fully in your event.  

Remember, accessibility is an ongoing journey that evolves with each event. Keep listening to your attendees and refining your approach to ensure you’re meeting their needs effectively. 

If you haven’t already, start mapping out your customer journey and identifying areas for improvement. Your commitment to accessibility will be evident in the positive experiences of your attendees, ultimately leading to more successful events. 

Find Out More About CrowdComms 

At CrowdComms, we pride ourselves on delivering cutting-edge event solutions designed to enhance the attendee experience and streamline event management. With years of experience and a dedicated team, we offer a range of services, including event apps, virtual event platforms, and advanced registration systems. Our mission is to ensure that every event is inclusive, accessible, and memorable for all participants. 

Why Choose Us? 

    1. Expertise: Our experienced team has a deep understanding of the event landscape and is equipped to handle events of all sizes and types. 
    2. Innovation: We leverage the latest technology to provide seamless and efficient event experience solutions.
    3. Customer-Centric: We place our clients at the centre of everything we do, offering customised solutions tailored to meet their unique needs and ensure we support their accessibility goals.
    4. Reliability: We are committed to delivering high-quality services that you can depend on. 

To learn more about how we can support your next event, visit our website or get in touch with our team. We’re here to help you create unforgettable events that resonate with your audience. 

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Whatever your vision for your next virtual, hybrid or in-person event, we can help.