From 28 June 2025, the European Accessibility Act (EAA) will come into force, fundamentally changing event planning within the EU. For event managers, it is crucial to familiarise themselves with the new requirements early on to ensure that their events comply with legal standards.
In this article, you will learn how event management software such as Sweap can help you guarantee EAA-compliant implementation and make your events more inclusive.
Overview of the European Accessibility Act (EAA)
The European Accessibility Act (EAA), officially Directive (EU) 2019/882, will have a significant impact on the design and delivery of meetings and events. The EU aims to improve accessibility for people with disabilities across all areas of public life, including the events sector. Products and services offered within the EU will need to be designed to be accessible in the future – particularly digital tools and services used in the event industry. Providers like Sweap will play a central role in this development.
Relevant Requirements of the EAA for Events
The EAA directive defines key requirements that also affect event planners:
Articles 2 & 3: Definitions of products and services – including event software and digital platforms.
Annex I:
Sec. 1: Information provision and accessible communication (e.g., invitation, program, emergency info).
Sec. 2: Requirements for websites and mobile applications (including event websites, apps).
Sec. 3: E-commerce functions (e.g., ticket sales, payment processing).
Articles 4–5 & Annexes II–III: Specific technical requirements and implementation obligations for providers.
The EU makes accessibility mandatory: The EAA sets clear accessibility standards for all events.
More Than Just a Law: An Opportunity for Genuine Inclusion in the Events Sector
From June 2025, organisers will be required to integrate accessibility into the planning of their meetings and events from the outset. For event planners, this means a fundamental shift in established processes: accessibility will become a core requirement at every planning stage.
Preparing Events for EAA Compliance
Implementing the requirements of the European Accessibility Act (EAA) begins well before the actual event takes place. Whether digital or in-person, EAA compliance means consistently considering accessibility and using the right tools to implement it effectively.
Ensuring Digital Accessibility
All digital communication channels, such as emails, invitations, and programmes, must comply with accessibility standards and be designed to be accessible to all, including individuals with visual or hearing impairments.
This includes:
Use of high-contrast colours
Clear, understandable language
Responsive design
Screen reader-compatible structures
Alternative text
Clear layouts
Selecting Accessible Event Venues
To comply with the EAA, organisers should actively seek venues that offer the necessary facilities and services to create an accessible environment. This includes checking entrances, parking options, and the availability of assistive technologies.
Event planners should select venues that:
Provide step-free access,
Have wheelchair-accessible toilets,
Offer acoustic guidance systems or induction loops,
Provide visual and tactile guidance aids.
Providing Support Services
The provision of support services is another essential aspect of accessibility. This may include sign language interpreters, assistive technologies, or specific services for individuals with varying needs. These services should be planned and communicated in advance to ensure that all participants receive the support they require.
Examples include:
Sign language interpreters
Live captioning during presentations
Mobile ramps or loan wheelchairs
Support staff or accompanying services
Comprehensive Preparation Strategies
The requirements of the European Accessibility Act (EAA) are complex and impact all areas of event planning. To operate in an EAA-compliant manner, it is essential to critically review and actively enhance existing processes.
Together, the event team reviews existing processes for inclusion and potential improvements.
Reviewing Existing Practices for Accessibility
Which tools are currently in use? How accessible are registration forms, venues, and communications? Have you already gathered feedback from participants with disabilities? Regular analysis helps identify weaknesses and implement targeted improvements.
Involving Accessibility Experts
EAA compliance requires specialist knowledge. Collaborating with accessibility consultants, disability organisations, or specialised agencies can provide valuable insights for both compliance and optimising user experience. Internally, responsibilities should also be clearly defined.
Staff Training as a Key to Implementation
Event planners, helpers, and technicians – all involved parties should understand how to respond to the needs of individuals with disabilities. Training helps reduce uncertainty and build confidence in handling accessibility requirements.
Training content could include:
Fundamentals of accessibility under the EAA
Awareness of different types of disabilities
Using assistive technologies and services on-site
Checklists for accessible practices during events
An accessible event venue enables genuine participation for all attendees.
Providing Targeted Resources
Alongside knowledge, appropriate equipment is also necessary: from portable ramp systems to mobile interpreting equipment – all essential aids should be planned, budgeted for, and available on-site. This also includes printed materials, digital devices, and accessible guidance systems.
Your Next Step: A Systematic Self-Check
To simplify getting started, we provide you with a digital checklist for EAA-compliant events. It will help you systematically review all relevant aspects, from the event website to the venue and communications.
How Event Management Software Supports EAA Implementation
The EAA requirements present many organisers with new challenges. Digital tools alone are often insufficient – a comprehensive solution that consistently integrates accessibility into all processes is essential. This is where event management software comes into play.
Modern event management software like Sweap helps you plan and execute EAA-compliant events, from invitations to follow-up. It simplifies complex workflows, ensures accessible communication, and provides you with the tools you need to offer all participants an inclusive experience.
Accessible Event Websites & Forms
EAA Reference: Annex I, Section 2 – Requirements for Websites & Mobile Apps With Sweap, you can create accessible event websites that meet EAA guidelines. Your registration forms can also be designed to be readable by screen readers, high-contrast, and usable on all devices.
Querying Individual Accessibility Needs
EAA Reference: Section 1 – Provision of Accessible Information A central element of the EAA is the active consideration of different needs. Sweap enables you to query your participants’ individual requirements already during registration – whether for interpreter services, step-free access, or other assistance – using our dynamic forms.
Accessible Event Communication
EAA Reference: Section 1 – Clear and Accessible Information Sweap enables you to send emails in accessible HTML format to ensure all participants are informed. With our email builder, you can design emails in accessible formats – including alternative texts for images and logos, clear structure, and easy-to-understand design. This ensures that all participants can read and understand your messages.
Accessible Event Platforms
Hybrid and virtual events must meet the same accessibility criteria as in-person events. Sweap supports you with a stable, accessible virtual event platform.
Event Tickets and Wallets
Tickets purchased by your guests via Sweap comply with all EAA requirements – both in the PDF version and in digital wallets.
Start Accessible Events with Sweap
Try Sweap and experience inclusive event planning in action.
Legal Consequences of Non-Compliance with the European Accessibility Act (EAA)
The EAA obliges all organisers to ensure their digital and physical offerings are accessible. Ignoring these requirements risks more than just organisational issues – it can lead to concrete legal consequences. Depending on the EU member state, fines of up to €500,000 may be imposed. Additionally, individual claims from people who were denied access to events or services may arise.
It is particularly critical if venues or service providers consistently violate EAA requirements: in such cases, daily fines or operational prohibitions may be enforced. Preparing in advance not only protects you from high costs but also safeguards your organisation’s long-term operational capacity.
Reputational Damage Due to Lack of Accessibility
In today’s digitally connected world, negative experiences spread rapidly. An inaccessible registration process, a lack of support on-site, or unreadable event communications can significantly damage your brand’s reputation. In the events sector, which relies heavily on trust, relationships, and recommendations, such damage can have serious consequences. Accessibility is no longer just a legal obligation; it is a sign of social responsibility. Organisations that take inclusion seriously strengthen participant trust, position themselves as forward-thinking, and ensure no one is excluded.
Financial and Other Consequences of Non-Compliance
Possible consequences of not complying with the regulations:
Fines of up to €500,000 (varies depending on the EU country)
Legal action from individuals who were denied access to your services
Daily fines in case of continued non-compliance
Accessible event communication starts with collaborative planning.
Digital EAA Checklist: Your Accessibility Guide
Want to check if your events are EAA-compliant? Download the interactive, digital checklist for EAA-compliant events here. This tool will help event planners systematically review all relevant aspects of accessibility – from digital registration processes to physical on-site accessibility.
The checklist helps you avoid overlooking important requirements and offers concrete action recommendations throughout the entire event planning process. This way, you can ensure your event meets the specifications of the European Accessibility Act (EAA) – while enabling real inclusion at the same time.
The European Accessibility Act (EAA) is more than a legal regulation – it’s a call for change. For many event planners, the path to full accessibility may seem complex at first. But with every step, value is created: for participants, the brand – and the entire event culture.
Accessibility means leaving no one behind. Those who begin implementing the EAA requirements today are acting not only with foresight but with responsibility. And above all: with courage.
You don’t have to walk this path alone. Sweap supports you with the right tools, processes, and soon also with a digital checklist for EAA compliance. Whether it’s accessible event websites or personalized and accessible communication – we give you the system you need to deliver modern, inclusive events.
