EDI in Action: Creating Inclusive Conferences

Academic conferences are a powerful resource to bring together scholars, researchers, and professionals to exchange knowledge, discuss cutting-edge research, and foster collaboration. Historically, these conferences have often fallen short when it comes to inclusivity, inadvertently excluding underrepresented groups and perpetuating inequalities within academia. In recent years, there has been a growing recognition of the need to make academic conferences more inclusive and diverse. Here are some strategies to ensure that your conference is an inclusive space for all participants.

Diverse and Representative Organizing Committees

To create an inclusive conference, it is crucial to have a diverse and representative organizing committee. A committee that reflects different genders, ethnicities, ages and disciplines can bring a broader range of perspectives and ensure that decisions are made with inclusivity in mind. Perhaps most importantly, a diverse committee can help identify and address potential barriers to participation, ensuring that the conference is accessible to everyone.

Inclusive Call for Papers and Review Process

The call for papers and the subsequent review process plays a huge role in shaping the conference program. To foster inclusivity, organizers should use inclusive language in their calls for papers, explicitly inviting submissions from underrepresented groups. If there is a charge for submission, consider waiving this fee for low-income attendees. Additionally, conference organizers should establish blind or double-blind review processes to evaluate submissions impartially, focusing solely on the quality of the research rather than the identity of the author.

Accessibility Considerations

Accessibility should be a top priority when planning an inclusive conference. Providing sign language interpreters, captioning services, and assistive listening devices can make the conference more accessible for individuals with hearing impairments. Accessible venues with ramps, elevators, and wheelchair-friendly spaces should be taken into consideration to accommodate participants with physical disabilities. Taking dietary restrictions and allergies into account when organizing meals and refreshments is essential to ensure everyone can fully participate. New parents will appreciate a quiet, private space where they can tend to their children, and child-minding services during conference hours will ensure that parents will not have to choose between education and career development or family duties.

Pronoun Inclusion and Safe Spaces

Inclusive conferences respect and recognize diverse gender identities. Encouraging participants to specify their pronouns during registration and providing spaces on badges for pronoun identification can help create a more inclusive environment. Additionally, conference organizers should consider designating safe spaces, such as pre-conference or lunch workshops, where participants can feel comfortable discussing issues related to inclusivity, discrimination, or bias. Making space for these discussions can foster dialogue, learning, and support for marginalized communities.

Addressing Financial Barriers

Financial constraints can be a significant hurdle for many potential conference participants. To address this issue, organizers can explore various options such as providing travel grants, discounted registration fees for students or early-career researchers or organizing virtual sessions for those unable to attend in person. By offering financial support, conference organizers can ensure that talented individuals from diverse backgrounds can participate and contribute.

Cultivating Inclusive Programming

Diversity should be reflected not only in the participants but also in the conference program itself. Strive to include speakers from different backgrounds, disciplines, and regions to present a wide range of perspectives and promote cross-disciplinary collaboration. Panels and workshops that address issues of diversity, equity, and inclusion can facilitate important conversations and encourage attendees to actively engage in making academia more inclusive.

Creating an inclusive conference requires deliberate efforts and a commitment to diversity and equity. By adopting these strategies, conference organizers can ensure that their events become leaders in the field for meaningful engagement, collaboration, and knowledge exchange. Embracing inclusivity not only enhances the conference experience for all participants but also contributes to building a more equitable academic community.