Plan inclusive conferences

Technology is for everyone. It is crucial that EdTech and TechEd conferences are as inclusive and accessible as possible to ensure that a wide range of people can have access to and feel included in these spaces. We have created a short guide for conference planners to support with this.

Venue accessibility

Physical accessibility: Ensure that the venue is wheelchair accessible, with ramps, lifts, and accessible toilets. Check for accessible parking spaces and routes to the venue. Provide information on your conference website for wheelchair users to help them plan their visit. Don’t overcrowd spaces with tables etc. leave space for wheelchair access.

Signage: Provide clear and accessible signage throughout the venue. Use large, high-contrast text for readability.

Sensory considerations: Consider sensory-friendly environments for attendees with sensory processing needs. This might include quiet rooms, spaces with reduced lighting, and the use of fragrance-free products.

Strobe lighting: Do not use strobe lighting and check that these aren’t in recordings that are shown during presentations.

Provide a preview time: Allow speakers and attendees to tour the space prior to the event to help them acclimatise and feel comfortable in the space.

Communication accessibility

Sign language interpreters and CART services: Provide sign language interpreters and real-time captioning (CART) services for presentations, panels, and workshops. PowerPoint has a real-time captioning function built into the software.

Accessible presentations: Ask speakers to use accessible presentation formats, such as readable fonts, high-contrast visuals, and descriptive audio for slides.

Multilingual support: Offer translation services or materials in multiple languages.

Microphones and speakers: Use a microphone and speakers and test the quality of this before the event starts. Ensure that speakers use the microphones provided. Ensure that a hearing loop is available.

Inclusive programme design

A diverse range of speakers and panelists: Include speakers and panelists from a diverse range of backgrounds. Monitor the amount of ‘airtime’ speakers have and host effectively to ensure that airtime is equal across all groups.

Provide questions in advance: When creating a panel discussion, provide panelists with the questions in advance to help them plan their thoughts and responses.

Content relevance: Ensure that the conference content addresses a wide range of perspectives and experiences, including those of underestimated communities.

Interaction formats: Offer various formats for participation, such as roundtables, interactive sessions, and online participation options for those unable to attend in person.

Speaker fees: Pay your speakers and be upfront about your budget. Ensure that fees reflect equal pay. There are lots of hidden costs to speaking at an event, think about this in the planning stages of your event.

Tickets: Speakers should not have to pay for a ticket to speak at your event.

Travel and accommodation: Pay for travel expenses and accommodation for your speakers. When booking accommodation consider safety aspects and disabled access. If you are asking speakers to pay upfront then reimburse in a timely manner.

Code of conduct: Have a code of conduct for speakers, staff and attendees – and make this explicit prior to the event and on the day.

Recordings and intellectual property: A speaker may be using their presentation to make a living. Recording the event and sharing it publicly devalues their talk. Discuss IP in advance and agree on how recordings will be shared.

Childcare: Consider childcare options for speakers and attendees. Provide a creche where possible.

Pre-recorded virtual events: If a speaker needs to record an event in advance and edit it themselves then this is hugely time consuming in comparison to speaking live. Try to use live talks where possible or build in time to edit in house if pre-recorded sessions are required.

Quiet space: Create a designated quiet space and make it clear what that space is for. Do not combine a quiet space with a prayer room, they are different spaces for different purposes.

Digital accessibility

Website and registration accessibility: Ensure that the conference website and registration process are accessible to all users, including those using screen readers or other assistive technologies. This includes providing alt text for images, using accessible forms, and ensuring navigability.

Virtual event accessibility: For virtual or hybrid events, provide accessible platforms with features like closed captioning, screen reader compatibility, and easy-to-navigate interfaces.

Dietary and cultural sensitivity

Dietary accommodations: Offer a range of dietary options, including vegetarian, vegan, gluten-free and allergen-free foods. Clearly label all food items.

Refreshments: Dietary considerations are often forgotten when it comes to light refreshments, such as tea, coffee and biscuits. Provide decaf options and plenty of water. Clearly label biscuits with allergens and consider having a separate allergen-free option. Use alternative milks, Oat milk is very popular.

Cultural considerations: Be mindful of cultural and religious practices, such as prayer spaces or scheduling around major religious holidays. Ensure that a designated prayer space is located near washing facilities. Don’t ‘double up’ a prayer space with a quiet space, they are different things for different needs.

Pre-event communication

Clear communication: Provide clear information about the event’s accessibility features and whom to contact for specific accommodations. Include this information in promotional materials and on the website.

Programme sharing: Share the programme ahead of time, along with the locations of workshops and talks.

Survey and feedback: Include a pre-event survey to gather information on attendees’ accessibility needs and preferences. Offer post-event feedback forms to understand and improve future accessibility efforts.

Training and awareness

Staff training: Train all staff and volunteers on accessibility and inclusion practices. This includes understanding the basics of disability etiquette and being able to assist attendees with various needs.

Awareness and sensitivity: Promote awareness among attendees about the importance of inclusivity and the steps being taken to achieve it. This can be done through introductory sessions or informational materials. Provide a code of conduct for all staff, volunteers and attendees.

Emergency procedures

Emergency accessibility: Ensure that emergency procedures and exits are accessible to all attendees, including those with disabilities. Provide clear instructions in multiple formats (audio, visual, text) and ensure staff are trained to assist.

Networking opportunities

General etiquette: As part of your code of conduct, include guidance on general etiquette. For example, if attendees are standing in a group, always stand in a u shape to leave space for someone to join.

The night before: Many attendees and speakers will travel to an event the day before to acclimatise and avoid a long journey on the day. Provide a safe social space prior to your event for those that may not want to eat alone and to support with ‘easing in’ to the networking element of the conference.

Social battery display: Provide a way for attendees to show what level of interaction they are comfortable with in that moment.

A range of networking activities: Not everyone feels comfortable walking up to a group of people and joining in. Provide supportive ways for people to network at your event. For example, thematic spaces where people sit at specific tables for a topic discussion. Time the event so that there is time to network in between talks and workshops (this will also provide valuable down time for those that need a quiet space between sessions). Include clear badge labelling to help with names.

Chatty tables: Create a space at your conference where people who are open to chatting can sit and start conversations with one another.

Something missing?

Inclusion work is never ‘finished’. If we have missed something or if you have ideas from improving this guidance then please get in touch.