In an increasingly diverse world, the importance of inclusive practices at conferences cannot be overstated. From the initial planning stages to post-event evaluations, creating an environment that welcomes and accommodates all participants is essential for fostering collaboration, innovation, and shared learning. Inclusive practices not only enhance the attendee experience but also promote a richer exchange of ideas and perspectives. By prioritizing accessibility, representation, and engagement strategies before, during, and after the event, organizers can ensure that every voice is heard and valued, leading to more impactful and meaningful outcomes for all stakeholders involved.

Inclusive planning encompasses a range of strategies that prioritize accessibility and representation across various settings, including smaller venues, meetings, events, and conferences. By selecting venues that are physically accessible and conducive to diverse participation, organizers can create spaces where everyone feels welcome. Smaller gatherings can facilitate more intimate discussions, allowing for greater engagement and ensuring that all voices are heard. Additionally, thoughtful event design—such as incorporating diverse speakers, providing translation services, and considering varied learning styles—further enhances inclusivity. By embracing these practices, organizers can cultivate environments that foster collaboration and innovation, making events not just accessible but truly welcoming for all participants.

Before the Conference

Below are key considerations to ensure a welcoming and accessible environment for all participants. It is important to prioritize the perspectives of people with disabilities and disability inclusion experts during the planning process.  

1. Registration and Communication

• Use clear statements in the registration process to communicate your commitment to accessibility. Example: “We strive to host inclusive, accessible events that enable all individuals, including individuals with disabilities, to engage fully.” Please note that our event space is physically accessible. To be respectful of those with allergies and environmental sensitivities, we ask that you please refrain from wearing strong fragrances. To request an accommodation or for inquiries about accessibility, please contact (name, email, phone).”
• Ensure all communication materials are in accessible formats. Use virtual shared folders like Google Drive or Dropbox to share conference materials in formats accessible to all (e.g., labeled images, accessible PDFs). Identify companies that provide braille transcription, Communication Access Realtime Translation (CART), and American Sign Language (ASL) services that will help you with communication. Label all folders and files logically and consistently (e.g., by session number, speaker last name, title of presentation). If using a physical bulletin board for participants to leave messages, use an electronic format for the bulletin board, such as adding it to Google Docs. Include instructions for submitting accessible files (e.g., PowerPoint slides, Google Slides) as part of the presentation submission guidelines shared with all presenters.  
• Registration: Ensure registration forms are compatible and usable with different screen readers (e.g., JAWS, Voiceover, NVDA). Minimize visual clutter on the registration form. Ask all registrants if they have any accommodation requests. Ask participants about their preferred method of contacting them (text, email, phone call) to follow up on accommodation requests.  ww

2. List of Available Accommodations

• Provide registrants with a list of accommodations they can request, such as interpreter services, assistive listening devices, captioning, and wheelchair access, wheelchair access to working tables throughout the room. Please list the types of interpreter services: ASL, Cued Speech, Deaf-Blind interpretation, and others. The list should also include an advance copy of slides to be projected, scent-free rooms, a lactation room, and a gender-neutral bathroom location.  
• Dietary and Environmental Considerations: Offer options for those with dietary restrictions and create scent-free environments to accommodate participants with allergies and environmental sensitivities.

3. Venue Considerations

• Physical Accessibility: Ensure the venue is physically accessible, including pathways, seating, and stage access. Ensure the conference venue is conveniently located near restaurants, airports, hotels, and accessible transportation connecting all locations. Ensure steps are clearly marked with high-contrast or brightly colored tape and include tactile indicators to support visibility and wayfinding.
• Lighting and Carpet: The venue should have adjustable window coverings and lighting in the rooms so that throughout the day adjustments can be made to decrease glare and improve contrast. Busy carpet patterns can be visually overwhelming, so adding a solid-color runner can help reduce visual clutter and make pathways easier to follow.
• Gender-Neutral and Lactation Rooms: Provide gender-neutral restrooms and lactation rooms to accommodate diverse needs.
• Service Dog: Provide an accessible, designated relief area for service animals with minimal travel required from conference sessions.
• Room set up: Place high contrast tape on microphones, remotes, and other equipment to increase its visibility. Use tactile stickers to support usability. Use white or other light-colored tablecloths to make black AV and other equipment more visible. Work with the venue staff to ensure that microphone speakers do not have a buzz and that sound is amplified throughout the space.  

4. Language and Interaction

• Language Sensitivity: Avoid euphemisms and stereotypes. Use respectful, current language that reflects disability inclusion and dignity
• Interaction Practices: Provide training for staff and volunteers on respectful interaction techniques, such as sighted guide practices and how to offer assistance appropriately.

5. Staff and Volunteer Training

• Best Practices for Assistance: Educate staff and volunteers on respectful ways to assist guests, including offering a human guide without pulling or pushing. If offering to provide sighted guide assistance to an individual who uses a guide or service dog, staff should always speak directly to the person. A service dog should never be petted or distracted while working. Seek guidance from disability rights, disability justice, and disability-led organizations and invite them to join the planning team.  
• Ongoing Education: Encourage staff to follow disability advocates and keep updated with changing language and best practices.
• Food Placement and Education: When serving food, announce that a plate is being placed in front of the guest. When appropriate, the clock method can be used to describe the plate’s location. For example, “The vegetables are at 12 o’clock, and the chicken is at 2 o’clock.”
• Suggestions for Staff: Identify themselves by name and role before speaking to and asking questions of a guest. Instruct staff to provide clear verbal directions instead of relying on visual cues. (e.g., “The elevator is behind you and across the lobby on the far-left side. You will need to tap your key card on the back device above the call button.”) Ensure staff are clearly marked so they are easy to identify and approach.

6. Information Sharing

• Pre-Conference Information: Share necessary information about the venue, accommodations, and conference schedule well before the event to allow participants to prepare accordingly. Things to consider when creating the pre-conference information: Contact information for conference organizers, including whom to contact for assistance with accessibility requests. A map of the venue, including written directions for specific destinations for key starting points (e.g., hotel registration, elevators, conference booths). Destinations may include the location of the keynote, the cafeteria, the dog relief area, the exhibit hall, and the hallway where breakout sessions are located.  
• Additional Items to Share: Map of the exhibit hall and where the poster sessions are located, along with a written description of this information. List of nearby restaurants with relevant accessibility information for those eateries. For example, whether the restaurant is wheelchair accessible and whether braille menus are available. Presenter slides and posters. Although some presenters and exhibitors will not submit their materials ahead of time, upload the materials as they become available during or after the conference. Accessible transportation options to the venue, including estimated cost and where to find each option at the airport, train station, etc., and if applicable, information on how to travel to the meetings (e.g., walking directions, cost of Lyft, location of organizer-provided bus, and schedule).  
• Tips to Presenters: Keep slides simple and uncluttered, and consider providing a handout of detailed information. When presenting data, use different colors, rather than shades of the same color. Have videos and audio transcribed and provide closed captioning. Verbally describe information and data that are presented visually to ensure access for all participants.

During the Conference

To create an inclusive and accessible environment during conferences, organizers should consider a variety of strategies that accommodate all participants. Here are some guidelines and tips extracted from the document on ensuring accessibility and inclusion:

1. Support Access During Presentations

• Equipment Placement: Avoid placing AV equipment in the middle of aisles or walkways. If unavoidable, use a high-contrast tablecloth or tape on the floor to alert participants to the equipment.
• Allow presenters to use their own equipment (e.g., laptop, tablet) which may have software that is familiar and improve access (e.g., screen readers).  
• Give presenters freedom to position their equipment where it works best for them, including the podium or at a table.  
• Ensure equipment is attended to by staff and stored away when not in use.

2. At the Venue

• Orientation to the Venue and Specific Spaces: Provide clear signage and orientation materials to help participants navigate the venue. Signage should be in a consistent location outside of each room and should include braille and large print with high sharp contrast and easy-to-read font.  
• Offer maps and guides in multiple formats (large print, digital, braille) to accommodate unique needs.
• Position meeting rooms close to reduce navigating between sessions.  
• A service dog relief area should be provided in a convenient location for participants to access, which is as close as possible to the venue, and ensure information about this area is communicated in the conference materials.  
• Designate accessible seating for participants with disabilities throughout the venue, ensuring options for wheelchair users and other needs, not limited to the front row.
• Avoid placing signs on easels that can easily be knocked over. Make your best attempts to avoid the use of stanchions, as they are trip hazards.  
• Encourage participants to provide business cards in large print and braille or provide contact information electronically.  
• If sharing conference info on social media, make it accessible: add alt text for all images, graphs, and logos, and include photos that represent people with disabilities.
• Provide CART in all presentation sessions.

3. Exhibit Halls and Poster Sessions

• Ensure that aisles are wide and clear of obstacles to allow easy access for individuals with mobility aids. Provide large signs at eye level for each exhibitor/vendor/poster.  
• Consider the height and layout of displays to ensure they are accessible to all participants.
• When possible, provide several feet between posters to allow participants to hear what is being said by the presenter.  
• Provide a map of the exhibit hall layout and/or poster session with a written description of the exhibit or poster space layout.  
• Have individuals at the entrance who can assist participants in locating a specific vendor/exhibitor/presenter, or who can accompany them through the space and aid as requested.  
• Encourage exhibitors/vendors/poster presenters to have a QR code that participants can scan to get accessible electronic information that is on display, and/or have large print, braille, or flash drives with information.  

4. Name Tags

• Provide name tags with large, legible text to accommodate participants with vision impairments.  
• Print name tags with first names in a large font (i.e., 72 point) and full names under a smaller font (i.e., 24 point).  
• Use a font style easily read, like Verdana or Arial.  
• Use sharp contrasts such as white font on black background or black font on white background.  
• Color code name tags with lanyards or stickers (e.g., staff red, presenters blue, vendors green, attendees purple).  
• Organize name tags on a registration table in alphabetical order.  
• Assist participants in locating name tags at the registration table.
• Include pronouns on name tags to foster an inclusive atmosphere.

5. Conference Participant Experience

• Enhancing Participant Experience: Ensure that all materials and presentations are accessible in various formats.
• Consider providing sign language interpreters and real-time captioning for presentations.
• Offer quiet rooms or spaces for participants who may need a break from sensory stimulation.
• Provide opportunities for participants to sign up to go to meals together and/or take part in social activities.  
• Designate a place for participants who want to partner with others so they can meet. Include this information in the material sent out to participants prior to the conference and registration.
• Prior to the conference, provide a map of the venue so participants can review it ahead of time. Include a written description of the map.  
• As appropriate, describe the layout of rooms for participants in advance. For example, “On the wall opposite the entrance are 5 tables with vendor exhibits. Closest to the front of the room is Vendor A, next Vendor B, etc.”  
• As appropriate, provide information about what is on the table during meals. For example, “Waitstaff will be bringing your plated chicken, potatoes, and broccoli. There is a basket of bread and a plate of butter on the table.”
• During transitions between sessions and at the start of each day of the conference, have individuals stationed at key locations to assist participants as requested.  
• Have cordless microphones as an option for audience questions and comments.  
• Consider using a remote-sighted assistance service to allow participants to connect to a live agent for remote assistance with navigation during the conference

6. Presenter Tips for Effective Communication

• Communication Clarity: Encourage presenters to use clear, jargon-free language and provide definitions for technical terms.
• Ensure that slides and visual aids are accessible, using high-contrast colors and large fonts.
• Ensure presenters can select the microphone type that best suits their needs, whether hand-held or mounted.  
• Provide presenters with a telephone number to call or text for assistance with technology.  
• Engagement Strategies: Encourage interactive sessions that engage all participants, considering diverse learning styles and needs.
• Provide handouts or digital copies of presentations in advance to allow participants to prepare. Copies should be made available in large print (18-point font) and braille based on participant needs. If you are providing the handouts, offer to distribute them during the session and deliver them directly to the session’s location. Adjust the room lighting to maximize screen visibility (e.g., close window coverings, dim lights in front of the room).  
• Begin your presentation by providing a visual description of yourself (e.g., “I’m a middle-aged black woman with blue-rimmed glasses wearing a purple dress.”).  
• State the title of each slide so that attendees following along using a device, large print, or braille will know which slide you are currently on.
• Describe images on your slides (e.g., “The table provides the 10 most common etiologies of study participants with diabetic retinopathy, macular degeneration, and glaucoma, making up 65% of etiologies.”).
• When you describe visual information on your slides, do not say “For those who can’t see…” or “Since some of you can’t see….”  
• Rather than pointing at an attendee to indicate it is their turn to speak, ask a question, or make a comment, acknowledge them by what they are wearing and where they are sitting in the room (e.g., “The person in the red dress in the second row has their hand raised. What would you like to share?”
• When asking for a show of hands, state how many people raised their hands (e.g., “About half of you have experience with this type of data.”).  
• If an individual is using an ASL interpreter, speak directly to the conference attendee, not to the interpreter.  
• If you are presenting a poster or visiting a poster, initiate the conversation by identifying yourself by name.

After the Conference

1. Submit Materials to the Conference Organizer

• Format Accessibility: Ensure your final presentation slides and any supplemental materials are converted into accessible electronic formats. This may include:
• Providing text descriptions for slides.
• Using accessible PDF formats with selectable text.
• Ensuring documents are compatible with screen readers.
• Timely Submission: Send your materials to the conference organizer promptly. Confirm the guidelines and deadlines for submission to ensure they are distributed promptly.

2. Review and Update Content for Accessibility

• Check for Accessibility Features: Make sure your materials incorporate features such as:
• Alt text for images.
• Proper navigation structures.
• Captions or transcripts for audio or video content.
• Use Accessible Fonts and Colors: Choose fonts that are easy to read, and color contrasts that are suitable for those with color blindness or visual impairments.

3. Follow-Up with Attendees

• Provide Contact Information: Offer a way for attendees to contact you for further clarification or questions, ensuring your contact information is accessible.
• Collect Feedback: Encourage feedback on the accessibility of your presentation and materials. This can be done through an accessible online survey or email. Be sure that the post-conference surveys are accessible, including using multiple-choice or open-ended questions instead of table formats.  

4. Reflect on the Conference Experience

• Evaluate Accessibility Efforts: Reflect on what worked well and what could be improved regarding accessibility in your presentations. Use this reflection to enhance future presentations.
• Document Lessons Learned: Keep a record of any challenges faced and solutions found related to accessibility. Sharing these insights with peers can foster a more inclusive community.

5. Engage in Professional Development

• Stay Informed: Keep up to date with the latest practices and technologies in accessibility. Consider engaging in workshops or courses focused on inclusive education and accessibility.
• Collaborate with Peers: Engage with colleagues to share resources and strategies for improving accessibility in educational settings.

Inclusive conferences benefit everyone. Thoughtful planning at every stage ensures all participants can fully engage and feel valued.

Make accessibility a priority in your next event and help every voice be heard and every participant empowered.