"Accessibility is a mindset," said Kyle Shearer, director of Event Operations at TED, from the main stage at the recent Connect New York 2025. He stressed to the audience of event planners that accessibility must be integrated into the early design process.  

With years of experience under his belt, Shearer shared invaluable strategies for making events more inclusive, drawing from personal experiences and industry practices. Accessibility is an opportunity, not a burden, he said.  

"The goal is progress, not perfection," he added.  

Context: Shearer has worked at TED for more than 14 years. He joined the TED team in January 2011 as event services manager. Prior to TED, Shearer was events manager at The Spoke Club in Toronto. Currently based in Vancouver, he attended the University of Ottawa. 

Backstory: Every year, TED hosts several conferences to bring together a group of expert thinkers and doers across a wide range of fields to help share new ideas. Attendees and speakers include prominent academics, educators, researchers, philanthropists, environmentalists, scientists, technologists, artists, activists and more. Upcoming TED conferences in 2025 include: TED2025: Humanity Reimagined, April 7-11 in Vancouver, BC; TED Countdown Summit 2025, June 16-18 in Nairobi, Kenya; and TEDNext 2025, November 9-11 in Atlanta. 

As the event industry pushes forward, Shearer’s insights offer a valuable roadmap to foster inclusive environments where everyone, regardless of disability, feels welcomed and valued. Here are seven key highlights from his session: 

1. Beyond Compliance: Creating Inclusive Experiences 

Kicking things off, Shearer emphasized that compliance with accessibility standards is just the bare minimum. "Compliance alone doesn't equal inclusion," he said. Shearer highlighted the importance of designing events with a mindset geared towards the full experience for every attendee.  

2. Personal Motivation: The Driving Force Behind Advocacy 

Accessibility holds personal significance for Shearer. He recounted growing up with a cousin suffering from Duchenne's Muscular Dystrophy, sharing a poignant memory of the struggles faced in an inaccessible world. "Accessibility isn't necessarily just about physical access," he said, emphasizing the importance of dignity and inclusion. 

3. Universal Design Benefits Everyone 

Shearer shared how TED has implemented successful strategies in accessibility that benefited all event participants, not just those with disabilities. "Better seating, clear signage, good audio––it improves the experience for all," he explained, highlighting how initiatives like curb cutouts on sidewalks that demonstrate the universal benefits of inclusive design.  "They were originally designed for wheelchair users, they also benefit parents with strollers, travelers with luggage, and cyclists, too.” 

4. Addressing Misconceptions 

Shearer tackled common misconceptions head-on, including the idea that accessibility needs are costly and burdensome. He advocated for proactive planning and small design changes that can make significant differences without additional expense. "Act early, act proactively," he advised event planners. 

5. Technology and Accessibility Solutions 

Shearer spoke about integrating technology into accessibility plans, such as AI-generated captions to support American Sign Language (ASL) interpreters. This hybrid model enhanced accuracy during complex discussions, ensuring that all attendees could participate fully. 

6. Ongoing Challenges and Adaptations 

Even seasoned professionals face challenges, as Shearer recounted a recent event transportation hiccup. He stressed the importance of having contingency plans, capturing how event accessibility requires "constant learning and problem-solving."

7. The Role of Education and Feedback 

Emphasizing the role of ongoing education, Shearer advised fostering an "accessibility-first mindset" among staff, volunteers, and partners. Gathering feedback from diverse communities was also highlighted as a crucial step for continuous improvement. 

Main image: Translators at TED 2024,Credit: Gilberto Tadday / TED