How Drupal Events Like MidCamp 2025 Prioritize Accessibility and Inclusion in Tech Conferences

Accessibility isn’t an afterthought in the Drupal community—it’s a promise upheld at every level, from grassroots meetups to international conferences. If you’ve ever been to a tech event and felt like certain things just weren’t built with you in mind, MidCamp 2025—and events like it across the Drupal ecosystem—flipped that script. From May 20 to 22 in Chicago, the people behind this year’s camp showed what’s possible when you put inclusion at the centre of every decision.

This wasn’t just about making space—it was about making the right kind of space. Andrew Olson, one of the event organisers and a Senior Software Engineer at Principal Financial Group, gave us a look into how accessibility wasn’t just planned for—it was prioritised from day one.

Accessibility Built Into the Blueprint

Planning for accessibility at MidCamp started well before attendees walked through the doors. A dedicated subcommittee—led by Andrew and Phil Alonso, with crucial input from Tearyne Almendariz was focused on making sure no one got left out. From physical space to digital access, they reviewed everything with an inclusive lens.

One of their tools? A venue accessibility checklist. But this wasn’t just a box-ticking exercise. It was about getting the details right. Walkways were marked with blue tape to create dedicated access lanes.

"We strive to provide ample signage and also use demarcated walking lanes that allow all attendees to more easily move throughout our spaces. These access lanes, marked out with blue tape, are throughout the event to make sure there’s always a path for people with disabilities and for everyone else at the event."

Real-Time Inclusion with Live Captioning

Every main session at MidCamp included live captioning—not as an optional feature, but as part of the experience. Volunteers sat at the front, ensuring that what was said on stage was accessible to everyone, whether they were hard of hearing or simply trying to follow along more clearly. For more information on live captioning, please visit GitHub.

And from the very start, accessibility was made visible. As Andrew explained:

"During the opening remarks, we discuss accessibility and set expectations with attendees on our accessibility commitment. We identify volunteers that attendees can contact to discuss accommodations or needs as they arise throughout the event."

That level of openness created a safer, more confident space for people to ask for what they needed.

Meeting People Where They Are—Before They Even Arrive

Accessibility started long before check-in. The registration form asked about access needs, and every response got a personal follow-up. It wasn’t a formality—it was a conversation.

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The website? It went through an accessibility audit before the event. And while not everything was fixed in time, the organisers didn’t ignore it. They turned it into an opportunity. On Contribution Day, attendees were invited to roll up their sleeves and help improve midcamp.org—because accessibility isn’t just a goal, it’s a shared responsibility.

One tool that stood out was the Editoria11y module. It’s like having a built-in editor that identifies accessibility issues directly within the Drupal interface. For content creators, it’s a game-changer, offering real-time suggestions to improve the experience for all users.

There was also a public accessibility page so anyone with questions or issues knew precisely where to turn.

Not Just MidCamp—This Is the Drupal Way

MidCamp didn’t invent this approach. It’s part of a broader, consistent effort within the Drupal community. Whether it’s a small local camp or a major global conference, accessibility is taken seriously.

One major event that’s coming up—DrupalCon Vienna 2025—is already promising a high standard of inclusion. Think closed captioning, quiet zones, ramps, elevators, and high-contrast signage. It’s not about checking boxes—it’s about creating a space that works for everyone.

The Drupal Association supports this at every level. Accessibility is built into the DNA of how Drupal events are organised.

MidCamp didn’t just meet accessibility standards—it modelled what intentional inclusion looks like. When planning is thoughtful, communication is clear, and people are empowered to participate fully, everyone benefits.

Watch the Sessions

All sessions from Midwest DrupalCamp are now available online. Those interested can watch it on DrupalTV or visit the playlist at the official MidCamp YouTube channel. 

Thank you, Andrew Olson, for sending us the photographs from the event and sharing them with us. We also thank you for sharing the behind-the-scenes stories from MidCamp 2025 and giving us an organisational walk-through, without which, this recap wouldn't be possible.