Creating visual agendas that work for everyone

When you hand out a printed agenda or share a slide with the day’s schedule, do you know if every attendee can actually read and understand it? For Deaf, hard of hearing, and neurodivergent participants, a poorly designed visual agenda can create confusion and exclusion. The good news: with a few intentional choices, you can create an agenda that works for everyone.

Start with clear, simple language

The first step is to write your agenda in plain language. Avoid jargon, idioms, and acronyms without spelling them out. For example, write “Lunch break (45 minutes)” instead of “Networking fuel.” Plain language helps people with limited language proficiency, those using screen readers, and Deaf attendees who may use ASL as their first language. The National Disability Rights Network recommends using plain language and spelling out acronyms after first use. Source

Design for visual clarity

Visual design is just as important as the words. Use a sans-serif font, and make sure body text is at least 14 points for printed materials and 24 points for presentations. Source Ensure high contrast between text and background—aim for a contrast ratio of at least 4.5:1 for small text. Source Avoid using color alone to convey information, such as color-coding sessions; instead, combine color with shapes, icons, or text labels. Source

Use icons and symbols consistently

Icons can make an agenda more scannable, but only if they are intuitive and consistent. For example, use a coffee cup icon for breaks, a microphone for presentations, and a handshake for networking. Pair every icon with a text label so that meaning is never dependent on visual recognition alone. This supports Deaf attendees who may rely on visual cues and also helps people with cognitive disabilities.

Provide multiple formats

Don’t rely on a single printed agenda. Offer the agenda in multiple formats: a large-print version, a digital version that works with screen readers, and a version with alt text for any images. Source If you share slides, ensure they are accessible by using built-in templates and checking accessibility while you work. Source

Plan for real-time access

A visual agenda is not just a static document—it should be reinforced during the event. Display the agenda on a screen that is visible from all seating, and consider using a live captioning service so that spoken announcements about schedule changes are accessible. Source Also, reserve front-row seating for Deaf and hard of hearing attendees who may need to lip-read or see interpreters. Source

Test your agenda with real users

The best way to know if your agenda works is to test it with people who have diverse access needs. Ask a few Deaf, hard of hearing, and neurodivergent individuals to review your agenda and provide feedback. This aligns with the principle of “nothing about us without us.” Use their input to refine your design before the event.

Actionable checklist for your next event

• Use plain language and spell out acronyms.
• Choose a sans-serif font, at least 14pt for print, 24pt for slides.
• Ensure text/background contrast ratio is at least 4.5:1.
• Never rely on color alone—pair with icons or text.
• Provide large-print and digital versions with alt text.
• Display the agenda on a visible screen during the event.
• Arrange for live captioning for schedule announcements.
• Reserve front-row seating for Deaf and hard of hearing attendees.
• Test your agenda with diverse users before the event.

How the Featured Expert Can Help

Unspoken Events Co., LLC is a Deaf-owned, women-owned, and disabled-owned inclusive event strategy and accessibility consulting firm based in Central Ohio. Founded by Heidi DeGrace, they create inclusive events that bring Deaf and hearing communities together, offering event strategy, accessibility consulting, and community connection. They partner with businesses, nonprofits, schools, and community organizations, and host a monthly networking series. To learn more, visit Unspoken Events Co., LLC.