From June 28, 2025, the European Accessibility Act (EAA) will come into effect and fundamentally change event planning in the EU. For event managers, it is crucial to familiarize themselves with the new requirements early on to ensure their events meet legal standards.
The urgency with which this topic must be addressed cannot be overstated, as non-compliance can lead to significant legal and reputational consequences. In this article, you will learn how event management software like 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, comes into effect on June 28, 2025, and will have far-reaching impacts on the design and execution of meetings and events. The EU’s goal is to improve accessibility for people with disabilities in all areas of public life – including the event industry. Products and services offered in the EU must henceforth be designed to be accessible – this applies especially to digital tools and services in the event sector.
What is the European Accessibility Act (EAA)?
The EAA is more than a legal regulation – it is a call to design inclusive events, where accessibility is not considered an additional measure, but an integral part of planning. Digital accessibility becomes a basic requirement for organizers and their service providers. Providers of event software like Sweap play a central role here.
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: A Chance for True Inclusion
The EAA not only obliges organizers to implement technical standards but also creates the opportunity to embed inclusion into the DNA of event planning. The choice of accessible tools and venues becomes a decisive criterion when selecting service providers. Instead of short-term “accessibility fixes,” genuine expertise and sustainable solutions are needed to ensure not only legal compliance but also future viability.
How the European Accessibility Act (EAA) is Changing Event Planning
With the European Accessibility Act (EAA) coming into force in June 2025, organizers are required to integrate accessibility into their meetings and events right from the start. For event planners, this means a fundamental shift in established processes: accessibility becomes a fixed requirement in every step of planning.
Even when selecting the event location, it must be ensured that accessible entrances, suitable sanitary facilities, and assistive technologies are available. But many further measures are also necessary – such as designing invitations and programs in accessible formats and using accessible communication tools.
Implementing these requirements demands a shift in mindset and close cooperation with service providers, venues, and digital platforms. Accessibility is no longer seen as an optional comfort feature, but as a legal and ethical necessity – a central element of every modern event strategy.
Better Participation Thanks to Accessible Events
The EAA is not just a regulatory measure but a catalyst for inclusion. Accessible solutions allow more people to actively participate in events – regardless of physical or cognitive limitations. The result: more diverse target groups, livelier discussions, and an inclusive experience for all.
Digital tools like mobile apps with live captioning, screen reader-compatible event websites, or forms to query individual needs ensure that no one is excluded. Accessible events promote appreciation of diverse perspectives and strengthen the sense of community among participants.
This also opens up new opportunities for organizers: complying with the EAA not only improves the user experience but also enhances brand perception – and builds trust among an increasingly diverse audience.
How Event Management Software Supports You in Implementing the EAA
The requirements of the European Accessibility Act (EAA) pose new challenges for many organizers. Digital tools alone are often not enough – what is needed is a holistic solution that consistently integrates accessibility into all processes. This is exactly where event management software comes into play.
Modern event management software like Sweap supports you in planning and executing EAA-compliant events – from invitations to follow-up. It simplifies complex workflows, ensures accessible communication, and gives you the tools 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 for Violating the European Accessibility Act (EAA)
The European Accessibility Act (EAA) requires all organizers to make their digital and physical offerings accessible. Anyone who ignores these requirements risks more than just an organizational problem – concrete legal consequences may follow. Depending on the EU member state, fines of up to €500,000 can be imposed. Additionally, individual lawsuits may be filed by affected persons whose access to events or services was restricted.
Things become particularly serious when event venues or service providers continuously violate EAA requirements: in such cases, daily fines or bans on doing business are also possible. Timely preparation therefore protects not only against high costs – it also safeguards your company’s long-term operability.
Potential Legal Penalties
Non-compliance with the EAA provisions can result in serious legal consequences. Organizers and venues that fail to meet accessibility standards may face fines or other legal measures. These risks must be taken seriously, as they can result not only in financial burdens but also significant reputational damage.
It is therefore advisable to familiarize yourself with the EAA requirements early and take the necessary steps to ensure compliance. This not only protects against legal consequences but also demonstrates your commitment to inclusion and diversity.
Reputational Damage Due to Lack of Accessibility
In a digitally connected world, negative experiences spread quickly. An inaccessible registration process, missing support on-site, or unreadable event communication – all of this can severely damage your brand’s reputation. Especially in the events sector, which relies heavily on trust, relationships, and recommendations, reputational damage can have serious consequences.
Accessibility today is no longer just a legal duty but also a sign of social responsibility. Those who take inclusion seriously strengthen participants’ trust, position themselves as forward-thinking – and exclude no one.
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
Preparing Events for EAA Compliance
Implementing the requirements of the European Accessibility Act (EAA) begins well before the actual event. Organizers should plan concrete measures early on to meet legal obligations and create a truly inclusive event experience.
Whether digital or on-site – EAA compliance means consistently thinking about accessibility and purposefully implementing it using the right tools.
Ensuring Digital Accessibility
Invitations and programs must be designed in a way that makes them accessible to all people – including those with visual or hearing impairments.
This includes, for example, the use of contrast colors, plain language, responsive design, and structures compatible with screen readers. Alt texts and clear layouts should also become standard for emails. Modern event management software like Sweap offers many of these features directly integrated.
Accessible event communication starts with collaborative planning.
Additionally, event planners should ensure that all digital communication tools, such as invitations and programs, meet accessibility standards. This contributes to ensuring that all participants are informed about the event and have the opportunity to actively participate.
Selecting Accessible Event Venues
Choosing the right event venue is another crucial step toward EAA compliance. Organizers should specifically search for locations 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 specifically select venues that:
Allow step-free access
Offer wheelchair-accessible restrooms
Have acoustic guidance systems or induction loops
Provide visual and tactile orientation aids
These aspects should already be addressed during the proposal phase. Before making a final decision, an on-site inspection with a checklist is recommended – ideally together with a person with a disability or an accessibility consultant. This way, weaknesses can be identified early and addressed in a targeted way.
An accessible event venue enables genuine participation for all attendees.
Providing Support Services
Providing support services is another important aspect of accessibility. This can include sign language interpreters, assistive technologies, or specialized services for people with diverse needs. These services should be planned and communicated in advance to ensure all participants receive the support they need.
This includes, for example:
Sign language interpreters
Live captioning during presentations
Mobile ramps or rental wheelchairs
Support staff or escort services
An inclusive experience requires organizers to proactively consider the needs of all participants and ensure that support is available when needed. This not only promotes participation but also demonstrates a commitment to inclusive events.
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 requirements of the European Accessibility Act (EAA) are complex – and they affect every aspect of event planning. Anyone who wants to work in EAA compliance must critically examine existing processes and actively develop them further. Two strategic levers come into play here: self-assessment and external expertise.
Reviewing Existing Practices for Accessibility
Together, the event team reviews existing processes for inclusion and potential improvements.
Event planners should subject their current workflows to a thorough review. What tools are being used? How accessible are registration forms, venues, and communication? Has feedback already been gathered from participants with disabilities?
Regular analysis helps to identify weak points and implement concrete improvements – for example through more accessible language, better technical solutions, or new partners for accessible services. Especially important: this process does not end after one event, but is a permanent component of professional event planning.
Involving Accessibility Experts
EAA compliance requires expertise. Collaborating with accessibility consultants, disability associations, or specialized agencies offers valuable input – both for fulfilling the legal requirements and for optimizing the user experience. This expertise also helps to uncover “blind spots” in your own planning.
Responsibility should also be clarified internally: Who is responsible for implementing accessibility measures? Is there a defined EAA roadmap? These kinds of questions are essential to anchor the topic sustainably.
Staff Training as a Key to Implementation
Event planners, volunteers, technicians – all involved parties should know how to respond to the needs of people with disabilities. Training sessions help reduce uncertainty and create confidence in taking action.
Possible training content could include:
Basics of accessibility under the EAA
Awareness of various types of disabilities
Use of assistive technologies and services on-site
Checklists for accessible conduct during the event
These trainings strengthen not only your team's competencies but also their mindset – an important building block for a truly inclusive event culture.
Providing Targeted Resources
In addition to knowledge, the right equipment is also needed: from portable ramp systems to mobile interpreting systems – all necessary aids should be planned, budgeted for, and available on-site. This also includes printed materials, digital devices, or accessible guidance systems.
Your Next Step: Systematic Self-Check
To help you get started, we provide a digital checklist for EAA-compliant events. It supports you in reviewing all relevant aspects in a structured and systematic way – from the event website to the venue to communication.
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.
