As educators, we understand that true learning occurs when barriers are removed and diverse voices are amplified. We recently attended the American Educational Research Association (AERA) conference to share our experiences designing accessible conferences and events. This was not a one-sided lecture. This was a collaborative exploration in which the audience was invited to contribute their insights and perspectives. Our goal? To transform the way you approach conference planning, we go beyond simple compliance and create an environment where all attendees can fully participate, learn, and grow.
The conference serves as a focal point for the exchange of ideas, networking and professional growth. But in the midst of the logistics planning and content curation, it's important not to overlook the important aspect of accessibility. Accessible conferences ensure that all attendees, regardless of physical, sensory or cognitive disabilities, can fully participate and participate in the content and networking opportunities. This inclusiveness promotes a richer exchange of ideas and knowledge, contributing to the overall success of the conference.
Plan in advance according to your purpose
The journey toward inclusivity begins with a proactive mindset that acknowledges and anticipates the diverse needs of attendees. Organizations and businesses must consider accessibility at every stage of the meeting planning process. This includes engaging directly with individuals with disabilities and seeking the insights and perspectives needed to make decisions.
Lomellini, who is Anthology's director of product accessibility and has a personal interest in accessibility, has been deeply involved in the planning of Anthology Together 24, along with other disabled colleagues. Our first-hand experience and insight are invaluable in shaping your event. Sharing feedback helps organizers identify potential barriers that may not be obvious to someone without similar experience. This collaborative approach is essential to implementing effective solutions and improving the overall accessibility of the conference.
Establishing an Accessibility Committee is a cornerstone of this effort. This committee is comprised of individuals with disabilities, accessibility advocates, and experts and serves as a dedicated organization tasked with ensuring that accessibility remains a focus throughout the planning process. Their role extends beyond mere supervision. They actively provide insight, review plans, and propose innovative solutions to comprehensively address accessibility issues.
Ensure physical accessibility
Physical accessibility includes a variety of considerations, including Braille signage, wheelchair access to restroom facilities, ensuring sufficient space for wheelchairs during sessions, providing accessible routes and elevators, and ensuring automatic door openers are functional. Additionally, designated quiet spaces provide respite for individuals who need a break from the sensory stimulation of the meeting environment. For Anthology Together 24, Anthology invites people to walk through the conference space to identify areas that need improvement. Requiring speakers to use microphones during meetings and keeping aisles clear of obstacles are just a few measures that can significantly improve inclusivity within physical spaces. Integrating features such as picture-in-picture sign language interpretation during main stage presentations demonstrates a commitment to inclusivity on a physical level.
Don't forget digital accessibility
On a digital level, accessibility extends to the design of meeting materials and platforms. For example, mobile accessibility allows individuals to seamlessly navigate meeting resources using a smartphone or tablet. At Anthology, we've been working closely with mobile providers to improve the accessibility of our platforms. Additionally, providing sign language interpretation options, either in person or through virtual platforms, increases the accessibility of presentations and discussions for individuals who are deaf or hard of hearing.
Beyond infrastructure and technology, creating a culture of inclusion requires providing support mechanisms. Having knowledgeable staff or volunteers available to answer questions and provide support will help attendees navigate your conference easily. Creating a way for individuals to request specific accommodations, such as sign language interpretation or assistance navigating locations, demonstrates a commitment to effectively meeting diverse needs. The Anthology provides an online Frequently Asked Questions (FAQ) page to answer accessibility questions and help participants make informed decisions. We also recommend that you note any accessibility requirements you would like to consider on your registration form. However, we still anticipate diversity and actively plan for accessibility.
Ongoing Commitment to Accessibility
Creating an accessible conference is more than just meeting standards. This reflects our deep commitment to fostering equity and inclusion in all aspects of our events. By actively involving people with disabilities throughout the planning process, organizations and companies can create an environment where all participants can participate, learn, and contribute. At Anthology, we continually strive to build a more inclusive space. Prioritizing accessibility in conference design is a testament to our shared commitment to diversity and equality in all aspects of society.