The presence of differences within a given setting, including but not limited to race, ethnicity, gender, sexual orientation, ability, socioeconomic background, and cultural identity.

Fair treatment, opportunities, and outcomes for all individuals, acknowledging that not everyone starts from the same place.

Creating environments where all individuals feel respected, valued, and able to participate fully.

Respecting cultural differences and avoiding exclusionary practices.

Understanding how overlapping identities affect experiences of privilege or disadvantage.

• Registration Process
• Allow participants to disclose their specific needs on accessibility during the registration process. This can be done by including a section in the registration form where participants can specify any accommodations they require.
• Voluntary Disclosure
• Include an optional section in the registration form asking participants if they would be willing to disclose their demographic information for the purpose of a yearly comparative review.
• Confidentiality:
  • Ensure that the information collected is kept confidential and used solely for the stated purposes.

• Compatibility with Assistive Technologies
• Use platforms compatible with screen readers, voice recognition, etc.
• Customizable Interface
• Allow font resizing, high contrast, and captions.
• Test and Audit
• Conduct accessibility testing pre-event.
• Preferred Platforms
  • Zoom
    • Click Here to learn more about Getting Started with Zoom
    • Click Here to learn more about Zoom’s Accessibility Features
  • Teams
    • Click Here to learn more about Getting Started with Teams
    • Click Here to learn more about Team’s Accessibility Features 

• Event Announcements
• Share accessibility feature info in pre-event messages.
• Instructions
• Provide clear login/platform use guides and troubleshooting steps.
• Reminders
• Send timely reminders with links and tech support contact info.

• Time Zones:
• Select times that accommodate attendees from multiple regions, or offer multiple sessions.
• Breaks:
• Build in regular breaks to prevent screen fatigue.
• Cultural and Religious Observances:
• Avoid scheduling events during major holidays or periods of cultural significance for your audience.

• Closed Captions:
• Provide live captions for all sessions, either automated or human-generated for greater accuracy.
• Zoom, Click Here for Live Captioning Directions
• Teams, Click Here for Live Captioning Directions
• ASL Interpreters:
• Include sign language interpretation in a prominent location on the screen if needed. Budget $75-$125 per person, with a minimum of two people for a two hour webinar.
• Multi-Language Support:
• Offer real-time translation services for multilingual audiences.
• Zoom, Click Here for Language Translation Information
• Teams, Click Here for Language Translation Information

• Diverse Participation Methods:
• Enable multiple forms of interaction, such as live Q&A, chat, polls, and breakout rooms.
• Moderator Role:
• Appoint moderators to monitor chats for inclusivity, ensure all voices are heard, and address inappropriate behavior swiftly.
• Anonymous Participation:
• Allow attendees to ask questions anonymously to foster a safe environment.

• Pre-Event Materials:
• Share materials in advance in accessible formats (e.g., plain text, large print, audio, braille).
• Visuals and Presentations:
• Use high-contrast visuals, large fonts, and alt-text for images in slides.
• Recordings:
• Record sessions and include captions in post-event archives for asynchronous access.

• Support Channels:
• Offer live technical support during the event via chat, email, or phone.
• Training for Presenters:
• Provide training to speakers on using accessibility features, such as ensuring their presentations are compatible with assistive technologies.
• Zoom, Click Here for Language Translation Information
• Teams, Click Here for Language Translation Information
• Dry Runs:
• Conduct rehearsal sessions to identify and resolve technical or accessibility issues in advance.

• Harassment Policies:
• Clearly state a code of conduct that prohibits harassment and outlines reporting mechanisms.
• Data Protection:
• Use secure platforms to protect participant data and privacy.
• Moderation:
• Actively monitor for and address disruptive behavior, such as trolling or inappropriate comments.
• Zoom, Click Here for Language Translation Information
• • Teams, Click Here for Language Translation Information
• Dry Runs:
• Conduct rehearsal sessions to identify and resolve technical or accessibility issues in advance.

• Recordings and Resources:
• Make recordings available with captions and transcripts for later viewing.
• Follow-Up Materials:
• Provide event summaries, speaker slides, and other resources in accessible formats.
• Feedback Collection:
• Distribute surveys that include questions about inclusivity and accessibility, ensuring they are easy to complete.

• Representation in Content:
• Ensure speakers and topics reflect a diversity of perspectives and expertise.
• Inclusive Visual Design:
• Avoid culturally insensitive or exclusionary imagery, language, or design choices.
• Adaptability:
• Continuously adapt based on participant needs and feedback to improve future events.

• Registration Process
• Allow participants to disclose their specific needs on accessibility during the registration process. This can be done by including a section in the registration form where participants can specify any accommodations they require.
• Voluntary Disclosure
• Include an optional section in the registration form asking participants if they would be willing to disclose their demographic information for the purpose of a yearly comparative review.
• Confidentiality:
  • Ensure that the information collected is kept confidential and used solely for the stated purposes.

• Accessibility:
• Ensure the venue is compliant with ADA (Americans with Disabilities Act) or equivalent standards.
• Include ramps, elevators, wide doorways, and automatic doors.
• Provide accessible parking and convenient drop-off zones.
• Inclusive Restrooms:
• Offer gender-neutral restrooms or designate existing ones accordingly.
• Ensure restrooms are wheelchair accessible and equipped with appropriate amenities (e.g., adult changing tables).
• Location:
• Choose venues near public transportation and in safe, well-lit areas.
• Choose venues throughout the year that include different local geographic areas.
• Consider proximity to accommodations for out-of-town attendees.

• Clear Signage:
• Use large, high-contrast fonts, colors, and pictograms to assist attendees with visual impairments.
• Include multilingual options for signs and maps as needed.
• Event Information:
• Share accessibility information in pre-event materials, such as the availability of ramps, elevators, or sensory-friendly spaces.
• Provide contact details for accessibility coordinators.

• Diverse Representation:
• Ensure panelists, speakers, and moderators reflect a wide range of identities and perspectives.
• Avoid symbolic speakers by selecting individuals with expertise and authentic experiences related to the topic.
• Session Formats:
• Offer a mix of presentation types (e.g., workshops, panel discussions, breakout sessions) to cater to different learning styles.
• Include designated breaks to accommodate various energy levels and needs.
• Representation in Content:
• Ensure speakers and topics reflect a diversity of perspectives and expertise.
• Inclusive Visual Design:
• Avoid culturally insensitive or exclusionary imagery, language, or design choices.
• Adaptability:
• Continuously adapt based on participant needs and feedback to improve future events.

• Assistive Devices and Services:
• Provide captioning services, ASL (American Sign Language) interpreters, or other language services as needed.
• Offer hearing loops or other assistive listening devices for attendees with hearing impairments as needed.
• Printed Materials:
• Ensure handouts are available in multiple formats, such as large print or braille as needed.
• Sensory-Friendly Spaces:
• Create quiet rooms or low-stimulation zones for attendees needing a break from sensory input.

• Dietary Restrictions:
• Accommodate common dietary needs, including vegetarian, vegan, gluten-free, halal, and kosher options.
• Label all food items clearly, indicating allergens and dietary suitability.
• Serving Options:
• Provide adaptive utensils and accessible buffet setups.
• Offer attendants to assist individuals who may need help navigating the serving area.

• Icebreakers and Networking:
• Design activities that allow for equitable participation, avoiding competitive or exclusive elements.
• Provide prompts or structured activities for attendees who may be shy or have social anxiety.
• Feedback Channels:
• Set up mechanisms for attendees to provide feedback during and after the event, such as anonymous comment boxes or digital forms.
• Name Tags:
• Include space for pronouns and optional accessibility indicators (e.g., "low-vision participant").
• Have a way to differentiate those who consent to having their picture taken and those who do not, so photographers easily know preferences (e.g., different color markers or name stickers)

• Evacuation Plans:
• Ensure emergency procedures account for individuals with mobility, hearing, or vision impairments.
• First Aid:
• Provide access to first aid staff trained in handling diverse medical needs.
• Crisis Response:
• Establish a code of conduct and clear processes to handle incidents of harassment or discrimination.

• Sustainability and Accessibility:
• Collect leftover materials (e.g., braille guides) for reuse in future events.
• Attendee Feedback:
• Distribute surveys to capture insights on inclusivity efforts and areas for improvement.
• Recognition:
• Acknowledge contributors to the event’s inclusivity, such as speakers from underrepresented groups or accessibility service providers.