Strategic pivot from in-person to accessible virtual deliver

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Event Type: Annual Conference

Audience: National association serving professionals and communities connected to people with disabilities

Format: Originally in-person; transitioned to virtual

Role: Conference Management & Strategic Planning

Timeline: 9 months planned for in-person; pivot to virtual with 4 months remaining

This association was well into planning its annual in-person conference when circumstances required a shift to a fully virtual format. At the point of transition, much of the event structure was already in place, requiring thoughtful decisions about what could be adapted, what needed to change, and how to recreate connection and engagement without traditional in-person elements like meals and receptions.

Because the organization serves a community with a wide range of access needs, accessibility was not an add-on—it was foundational. Many available virtual platforms technically met published accessibility standards, but real-world usability—particularly for screen reader users—varied significantly.

The planning process centered on making informed, user-tested decisions rather than relying solely on platform claims or checklists.

Key elements included:

• Evaluating virtual platforms with a focus on actual user experience, including live testing by a board member who relies on screen reader technology
• Narrowing platform options based on usability, functionality, and budget constraints
• Working with the content team to identify sessions and speakers best suited for virtual delivery
• Designing alternative networking opportunities through interactive features, discussion boards, gamification, and informal virtual gatherings
• Reimagining exhibitor and sponsor engagement through a virtual exhibit hall and revised sponsorship opportunities
• Collaborating closely with the marketing team to create a clear, proactive communications plan that set expectations and built excitement for the new format
• Providing training and preparation for speakers, including run-throughs, recording sessions, and presentation guidance
• Offering attendees orientation resources and navigation sessions so they felt comfortable using the platform before the event began

Throughout the process, transparency and preparation were prioritized to ensure both presenters and attendees felt supported.

Attendees responded positively to the virtual experience, noting that expectations had been clearly set and that the platform and programming were easy to navigate and engaging. While many expressed a preference for returning to in-person events when possible, they appreciated the care taken to make the virtual conference accessible, interactive, and well-organized.

The success of the virtual event informed future planning, leading the organization to adopt a modified approach the following year—retaining select virtual components and offering additional online programming after the in-person conference concluded.