We all want to create event emails that are eye-catching and fun. And while it can be tempting to rely heavily on images (e.g., flyers embedded as JPEGs or PNGs) in your event emails, they are usually not accessible by screen readers and can make it difficult, or impossible, for some recipients to access key information.
Below are some simple guidelines to help ensure your event emails are both effective and accessible.
1. Prioritize Text Over Images
- Always include essential event details in the body of the email as text.
- Avoid sending image-only emails (e.g., a flyer with little to no text in the body).
- Avoid using images of text.
- Use your heading styles (Header 1, Header 2, etc.) to structure content.
Instead of sending a flyer image with no alt text (not accessible):
Send this (accessible):
Keystone Poetry Reading: A Celebration of Poetry in the Commonwealth (Header Level 4)
Wed, Apr 8 | 4:30 p.m. EDT | Bomberger Auditorium (Header Level 5)
Celebrate National Poetry Month! Join book editor and poet Marjorie Maddox, Ursinus librarian Josh Cohen, English department faculty member Katie Schmid Henson, along with a selection of Pennsylvania-based poets from across the state who were published in Keystone Poetry: Contemporary Poets on Pennsylvania (PSU Press, 2025), for an afternoon of PA-centered poems.
2. Use Images as Supplements, Not Replacements
- If you include a flyer image, make sure all key details are also included in the email.
- Add alt text to all images so screen readers can describe them.
What is “alt text?” It stands for alternative text and describes the content of images, graphs and charts. It should be added to every image that conveys meaning in communication materials. This text can be read by assistive technologies and displays when images won't load.
Example alt text:
“Flyer for Keystone Poetry Reading on April 8 at 4:30 pm in Bomberger Auditorium.”
3. Keep Formatting and Style Simple and Clear
- Use short paragraphs, headings, and bullet points.
- Try to use sans serif fonts like Ariel and Calibri for readability.
- Limit the number of fonts and avoid decorative styles.
- Avoid colors with poor contrast or decorative formatting that may reduce contrast.
Tip: Black text on a white background is the most accessible choice.
4. Make Links Clear and Descriptive
- Avoid vague phrases like “click here.”
- Instead, describe the destination of the link.
5. Ensure Attachments Are Accessible (If Used)
- If you include PDFs or documents, make sure they are accessible (with machine-readable text).
- When possible, include all key details directly in the email instead of relying on attachments.
6. Use Tables Carefully (But Avoid When Possible)
- Tables can be difficult for screen readers to scan unless they are properly structured.
- Only use tables for presenting data—not for layout or text alignment.
- Include a clearly defined header row.
- Add a caption or summary describing the table.
Recommendation: For event listings or schedules, use bulleted lists instead of tables.
For more information on creating accessible Tables, go to the WebAIM: Creating Accessible Tables article.
7. Include Contact Information
- Provide a point of contact for questions or accommodation requests.
Example:
For questions or to request accommodations, please contact [Name] at [email].
Creating accessible emails helps ensure that all Ursinus students can engage with campus events. It also improves clarity and increases the likelihood that your message will be read and acted upon.