Best Practices for Science Event Accessibility

I attended Transform last week and it was far and away the most inclusive large conference I've attended. And yet there was still room for improvement, as there always will be as we aim to fully include everyone! I thought why not share some best practices on inclusive conferences and events for anyone who may be organizing them now or in the future. 〰 Ask for pronouns in the registration process and include them on name badges. Either only provide a space for write-in or provide diverse options like he/him, she/her, they/them, she/they, he/they, they/she, they/he, they/he/she, ze/hir, and xe/xem. For the write-in option, be sure to use language like ‘Self-identify:’ instead of ‘Other:’ which can be, well, othering. 〰 Provide space to request accommodations during the registration process. Some folks may need ASL interpretation, have allergies, be sensitive to strobe lights, need reserved seating, or many other accommodations. 〰 Choose a venue that is accessible to individuals with disabilities, including ramps, elevators, accessible restrooms, and designated parking spaces. Provide clear and legible signage to assist attendees in navigating the space and accessibility guides to support specific needs. 〰 Provide at least some (ideally all) all-gender restrooms. If your venue doesn’t provide these already, consider designating single use/family restrooms as all-gender and just make it clear using your own signage. Another option is to cover gendered restroom signs with signage that describes the layout (i.e. ‘Restroom with stalls’ and ‘Restrooms with urinals and stalls’) if your venue will allow it. 〰 Ensure diversity and representation in speakers, panelists, moderators, and presenters. Aim for a range of identities, perspectives, backgrounds, and experiences to reflect the diversity of your audience. Be sure this applies to all roles equally, not just moderators or emcees which can lead to tokenism. 〰 Create a neurodivergent-friendly environment by offering quiet spaces, providing sensory-friendly materials, and minimizing loud noises and bright lights. If you want to go above and beyond, provide fidget toys! 〰 Establish community guidelines or a code of conduct that outlines expectations for respectful behavior and prohibits discrimination, harassment, or exclusionary behavior based on identity or background. Share these guidelines before the conference and then do a quick review at the kickoff session. Enforce these guidelines consistently throughout the conference and ensure there are options for safe reporting. 〰 Provide a nursing room for breastfeeding individuals. Call it a ‘nursing room’ instead of a ‘mother’s room’ as not all mothers breastfeed and not all breastfeeding individuals are mothers. 〰 Provide various Q&A options, including traditional mic setup, QR codes, and text codes for accessibility. I'm running out of space, so continued in the comments! But would love to know, what else would you add?

#ProTip for Event Planners 💡 Before allocating budget and resources toward accessibility features, take the time to truly understand the needs of your guests with disabilities. For example, if a guest is Blind or has low vision, don’t assume they’ll need materials translated into Braille. Did you know only 11% of the Blind community uses Braille? Many people with vision disabilities rely on assistive technologies instead. Similarly, not all deaf or hard-of-hearing hearing guests know sign language—some may require captioning or front-row seating instead of interpreters. The best way to ensure your efforts are impactful? Just ask! Include a question in your registration form for attendees to request accommodations specific to their needs. This approach saves time, resources, and ensures your event is truly accessible. At Dreamforce, we opened the question of accommodation needs to over 40,000 attendees. With hard work, dedication, and compassion, we successfully met 99.2% of accommodation requests, creating one of the most accessible events in the world—not just in the tech industry. Opening this dialogue with your attendees gives you invaluable insights into their needs, enabling you to design a safe, inclusive, and accessible environment for people with disabilities. ✨ Salesforce is dedicated to leading with intention in accessibility and disability inclusion, and I'm so proud to be a part of the journey. #NothingAboutUsWithoutUs #Accessibility #DisabilityInclusion #AccessibleEvents #EventPlanning #EventManagement #DisabilityAwareness #EventProfs #BestPractices