Orla Pearson, co-founder of AccessLOOP and MyClearText, explores the importance of accessibility law in establishing change and reaching audiences.

When live captioning began at the BBC 35 years ago, it was the exception. Nobody had ever thought of doing it in broadcast or in the events world. In fact, the BBC were one of the first to provide live captioning at deaf events. Today, as the European Accessibility Act (EAA) reshapes the events industry, a fundamental transformation is underway: accessibility is becoming the lens through which audiences judge whether brands truly understand modern communication.

The EAA, enforceable since 28 June 2025, mandates that all public-facing events – whether virtual, hybrid, or in-person – must ensure disabled attendees can participate on equal terms. But focusing on the legal requirements misses the bigger picture. This isn't about compliance; it's about recognising that in 2025, an inaccessible event is an incomplete event.

The 87 million people brands aren't reaching

Across the EU, 87 million citizens have disabilities. In the UK, it's 16 million. Yet most events still treat accessibility as a special request rather than standard provision. The EAA changes this equation entirely. From purchasing a ticket to participating in Q&As, from networking breaks to encore moments, every touchpoint must be inclusive.

What's emerging from three decades of accessibility evolution is clear: when organisations genuinely embrace accessibility, they don't just meet legal requirements, they discover they've been communicating at half capacity.

Access as brand value, not compliance checkbox

This shift is already visible in forward-thinking organisations. At events like the Royal Institution lectures and the Olivier Awards, comprehensive captioning has demonstrated that accessibility features serve far beyond their intended audience. Live captions help non-native speakers follow complex presentations. Audio descriptions enrich the experience for remote attendees who may be multitasking. What starts as compliance becomes competitive advantage.

This is the shift the EAA accelerates: accessibility as a communications asset. Inclusive events generate 23% higher engagement rates, according to recent studies. They attract broader media coverage, strengthen employee pride and demonstrate genuine commitment to ESG principles – not through separate initiatives but through core business practices.

Multi-layered access requires multi-dimensional thinking

The complexity that intimidates many event planners actually presents an opportunity for innovation. Modern accessibility isn't just about adding captions, though that's certainly part of it.

It encompasses:
Sensory considerations: Beyond visual and auditory access, this includes managing lighting for photosensitive attendees, providing quiet spaces for neurodivergent participants and offering materials in multiple formats.

Physical accessibility: Not just ramps and lifts, but considering sight lines, acoustics and navigation paths that work for everyone.

Digital inclusion: Ensuring virtual components work with screen readers, providing captions for all video content and offering multiple ways to participate in interactive elements.

Cognitive accessibility: Using clear language, providing advanced materials and structuring information in digestible formats.

Each layer adds depth to the overall experience. Leading institutions are already recognising this and are discovering that comprehensive accessibility enhances the experience for all attendees, not just those who require specific accommodations.

The technology revolution nobody's talking about

What makes this transformation feasible is a quiet revolution in accessibility technology. Twelve years ago, providing human captions required onsite and in-the-room setups, dedicated equipment and substantial expertise. Today, browser-based platforms deliver the same quality without downloads or hardware requirements.

This democratisation of access technology means a small charity can provide the same level of inclusion as a Fortune 500 company. Hybrid AI-human workflows maintain accuracy while managing costs. Real-time translation extends reach across language barriers. Remote interpretation eliminates geographical constraints.

The technology exists. The legal framework is in place. The only barrier now is mindset.

Common pitfalls that undermine good intentions

Years of industry observation reveal patterns that sabotage accessibility efforts:

The automated caption trap: Relying solely on basic automated captions for high-stakes moments can backfire. They may struggle with executive names, industry terminology and multiple speakers. The solution isn't avoiding AI - it's knowing when to use AI, when to use human captioners and when to combine both. Modern platforms now offer seamless switching between AI and human captioning, ensuring accuracy when it matters most whilst managing costs effectively.

Last-minute scrambles: Accessibility retrofitted days before an event rarely succeeds. It must be embedded from initial concept through final delivery.

One-size-fits-all thinking: Different events need different solutions. A corporate AGM has different requirements than a music festival or academic conference.

Forgetting the feedback loop: The disabled community wants to participate, not just attend. Build in mechanisms for input and iteration.

The competitive advantage of getting it right

Organisations that master inclusive events gain advantages beyond compliance. They expand their addressable audience by 20%. They generate positive stories that PR can't buy. They attract talent who value genuine inclusion. They build resilience against future regulatory changes.

Most importantly, they communicate authenticity. In an era where audiences are increasingly sceptical of corporate messaging, accessible events demonstrate values through action.

The path forward

The European Accessibility Act isn't requesting change, it's mandating it. But smart organisations won't wait for enforcement actions or social media backlash. They'll recognise that inclusive communication isn't a burden; it's an evolution whose time has come. This also applies to event attendees who highly value inclusion and will publicly call out organisations that don’t include it.

Every event planned, every experience created, every story told, every single one is an opportunity to demonstrate that a brand understands modern communication means reaching everyone, not just the majority.

The stage is set. The technology is ready. The audience is waiting.

Welcome to the age of inclusive events.