Recommendations for preparing an inclusive conference

Conferences are an integral part of scientific activities and a successful academic career. If various dimensions of diversity and inclusion are not taken into account when organising a conference, promising researchers will not be able to realise their full potential or may even end their careers prematurely. This not only affects individual researchers, but the entire academic community as it results in reduced productivity and quality of teaching, and a loss of resources.

During the preparation of a conference, organizers can pay attention to various practical aspects so that all participants feel as comfortable as possible, can work well, and are adequately represented.

Conference theme, organising committee, and early announcements

• The theme of the conference is as broad as possible so that various researchers can be included.
• The organising committee is diverse (gender, race, age, academic position, disability, etc.). Within this organising committee, a designated team focuses on diversity aspects and accessibility. Contact persons for conference participants are appointed in advance so that needs, feedback, or complaints (e.g. sexual harassment, racism) can be addressed promptly.
• To announce the conference, a statement is issued in which the organiser takes a clear stance against discrimination in all its dimensions.
• Information on the date, times, and accessibility of the venue is published well in advance so that all participants can prepare according to their needs.

Diversity among speakers and participants

• The topics and identities (gender, race, age, academic position, etc.) to be represented at the event are defined. Speakers are invited accordingly.
• Submissions are ranked according to pre-defined, clear criteria, including the procedure for the final selection. For example, applications rated equally well are ranked according to the diversity guidelines. A double-blind procedure can be used to avoid implicit bias.
• Underrepresented groups and students are actively invited to the conference. Speakers and participants are supported, for example through tiered pricing for smaller budgets, scholarships, or other funding. They are supported in case of organisational hurdles such as visa applications, journey preparations for people with limited mobility, or childcare.

Before the conference

• Speakers are assisted in making contributions such as texts, multimedia presentations, and printed material accessible.
• For conferences that are held on site, participants and speakers are informed about the accessibility of the venue well in advance: Accessibility, obstacle-free rooms, available technical aids, etc. During the registration process, speakers and participants can indicate their needs for (technical) aids, interpreting services (including sign language), retreat rooms and more.
• During the registration process, participants are given the opportunity to state their preferred pronouns and first names. Inclusive communication is made easier if pronouns are printed on name badges. However, there must always be an option not to provide this information.

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