How do you make your conference accessible and inclusive?

1 Choose an accessible venue

The first step to making your conference accessible and inclusive is to choose a venue that meets the standards and guidelines for accessibility. This means that the venue should have ramps, elevators, wide doors, accessible restrooms, signage, and lighting that accommodate people with different mobility, sensory, or cognitive needs. You should also check the availability and quality of the audiovisual equipment, the internet connection, and the emergency procedures. If possible, visit the venue in advance and test the facilities yourself or with the help of an accessibility expert.

2 Provide multiple formats and options

Another way to make your conference accessible and inclusive is to provide multiple formats and options for your content, communication, and interaction. For example, you can offer live captioning, sign language interpretation, transcripts, or audio descriptions for your presentations and sessions. You can also use plain language, clear fonts, high contrast colors, and simple graphics for your slides and materials. You can also give your attendees the choice of attending in person or online, using different platforms or devices, and participating in different activities or networking opportunities.

3 Involve diverse speakers and perspectives

A third way to make your conference accessible and inclusive is to involve diverse speakers and perspectives in your program. This means that you should seek out and invite speakers from different backgrounds, disciplines, experiences, and viewpoints that reflect the diversity of your audience and your field. You should also encourage and support your speakers to make their presentations accessible and inclusive, by providing them with guidelines, feedback, and resources. You should also create a safe and respectful space for dialogue and feedback, by setting clear expectations, moderating discussions, and addressing any issues or conflicts.

4 Ask for feedback and improve

A fourth way to make your conference accessible and inclusive is to ask for feedback and improve. This means that you should solicit and listen to the opinions and suggestions of your attendees, speakers, sponsors, and partners on how to improve the accessibility and inclusivity of your conference. You should also measure and evaluate the impact and outcomes of your conference, by using different methods and indicators. You should also share your findings and learnings with your stakeholders and the wider community, and use them to inform your future plans and actions.

5 Collaborate with partners and experts

A fifth way to make your conference accessible and inclusive is to collaborate with partners and experts. This means that you should seek out and work with organizations, groups, or individuals that have expertise, experience, or interest in accessibility and inclusivity. You can also leverage their networks, resources, or platforms to reach out to and engage with more diverse and underserved audiences. You can also learn from their best practices, challenges, and innovations, and contribute to their goals and missions.

6 Celebrate diversity and inclusion

A sixth way to make your conference accessible and inclusive is to celebrate diversity and inclusion. This means that you should recognize and appreciate the contributions and achievements of your diverse and inclusive community. You should also showcase and promote the benefits and value of accessibility and inclusivity for your field and society. You should also inspire and empower your attendees to take action and make a difference, by providing them with opportunities, tools, and support.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?