This document explains our commitment to European Accessibility Act (EAA) compliance across our digital products and offers guidance to support you in creating accessible, customised email communications for your guests.

The European Accessibility Act (EAA), coming into effect on 28 June 2025, introduces legally binding accessibility requirements for digital products and services across the European Union. This legislation ensures that people with disabilities can access and use digital platforms equally - and it applies to any business serving customers within the EU, regardless of where the business is based.

At The Access Group Hospitality division, we are committed to helping our customers meet these obligations. While we embed accessibility into our products - including the Direct Booking Manager (DBM), GuestStay, and system-generated emails - users also have control, especially when creating or editing email templates in the Rezlynx PMS.

The European Accessibility Act introduces not just legal obligations but also a strategic opportunity for hoteliers. With over 101 million people in the EU living with disabilities — many of whom travel regularly — accessibility becomes a clear business differentiator. Designing with inclusion in mind helps improve the guest experience for a wide range of people:

Non-compliance carries risks. Depending on the country, fines can be steep — reaching €600,000 in Spain and €1,000,000 in Luxembourg — and in some cases, criminal liability may apply. There’s also the reputational cost: a lack of accessibility can lead to negative reviews and lost loyalty among increasingly aware consumers.

It’s important to note that while the EAA is an EU-wide directive, enforcement is handled at the national level, and local regulations can vary significantly. For example, in Italy, the enforcement has begun ahead of the June 2025 deadline. These variations mean that hoteliers operating in multiple markets must ensure they understand country-specific requirements.

Ultimately, accessibility isn't just about legal compliance — it’s about future-proofing your digital experience, reaching underserved markets, and positioning your brand as inclusive and guest-focused.

Accessibility boosts usability for everyone, and good design becomes a differentiator.

“There’s an expectation now that accessibility is the gold standard.” – Michelle Sally, Partner at TLT LLP.

We’ve already ensured accessibility across our platforms:

Automated testing using Lighthouse, Axe, and WAVE.

Manual expert reviews to identify and remediate issues.

Compliance with WCAG 2.1 Level AA and EN 301 549, including:

Semantic HTML structure.

Keyboard navigability.

Screen reader compatibility.

Colour contrast and flexible text scaling.

Clean, semantic HTML output from the editor.

System templates follow accessibility best practices.

Emails tested for screen reader support and responsive layout.

Default fonts and components meet contrast requirements.

When creating or customising templates in our editor, keep the following accessibility tips in mind:

Make sure text stands out clearly against its background. This is particularly important if you’re using your own brand colours. Use tools like WebAIM Contrast Checker to ensure contrast ratios meet the WCAG minimums:

Normal text: 4.5:1

Large text - 18pt or 14pt bold: 3:1

2. Avoid using colour alone to convey meaning.

Don’t rely solely on colour to communicate important information - for example, items in red are required. Combine it with text or icons so users who are colour-blind or using screen readers understand the message.

3. Use headings correctly.

Structure your content using proper heading levels - H1, H2, H3, etc. This helps screen reader users navigate the content more easily.

4.Include Alt text for images

If you insert images - for example, your logo or promotional graphics - be sure to add alternative text or alt text to describe them. This helps users who rely on screen readers understand the content.

5. Keep language clear and simple

Use plain, concise language. Avoid overly complex terms or sentence structures - this benefits everyone, including users with cognitive impairments or those reading in a second language.

6. Ensure buttons and links are descriptive

Use meaningful link text like “View Booking Details” rather than “Click here.” This helps users using assistive technologies understand the purpose of each link or button.

7. Use tables wisely

If you're including tables, keep them simple and use them only for tabular data - not for layout. Always include table headers to help screen readers interpret the content correctly.

8. Extend Accessibility across digital touchpoints

Consider accessibility for other digital services like mobile apps, kiosks, loyalty platforms, Wi-Fi portals, in-room devices, and more.

Here are some tools you can use to check accessibility:

WAVE Web Accessibility Evaluation Tool, Axe and Lighthouse – for automated testing.

WebAIM Contrast Checker – for automated testing.

VoiceOver (Mac) / NVDA (Windows) – for testing screen reader usability.

Hotels that are in scope of the EAA may need to take the following steps to ensure compliance with the EAA before 28 June 2025:

Map out all in-scope digital services, including which guidelines they already comply with.

Review the Web Content Accessibility Guidelines (WCAG) and the European standard EN 301 549 and ensure compliance with these.

Identify the geographic locations where services are being provided or accessed by guests. Keep an eye on incoming regulations from EU member states.

Understand the third-party supply chain of digital services used by your hotel. Check contracts and their plans for EAA compliance.

Create a working group of relevant stakeholders, including legal, digital and marketing teams. EAA compliance will rely on the entire business working together.

Ensure staff are trained on the EAA and understand how compliance will be achieved on an ongoing basis.

Develop a single source of information of how your hotel complies with the EAA – and all related regulations, laws and standards. Review and refresh it regularly.

Through continuous testing and proactive updates, we confirm that: