As educators, we understand that true learning happens when barriers are removed and diverse voices are amplified. American Educational Research Association (AERA) Conference To share our experiences in organizing accessible meetings and events. This was not a one-way lecture, but a collaborative exploration inviting the audience to contribute their insights and perspectives. Our goal is to bring about a change in the way meetings are planned, going beyond mere compliance to foster an environment in which all participants can fully participate, learn and grow.
Conferences are central to the exchange of ideas, networking, and professional growth. But in the rush of logistical planning and content curation, it’s important not to overlook a key aspect: accessibility. An accessible conference allows all attendees to fully participate in the content and networking opportunities, regardless of physical, sensory, or cognitive disabilities. This inclusivity is: Facilitate a richer exchange of ideas and knowledgeIt contributed to the success of the entire conference.
Plan proactively and purposefully
The path to inclusion begins with a proactive mindset that recognizes and anticipates the diverse needs of participants. Institutions and businesses must incorporate accessibility considerations into every stage of their meeting planning process. This includes engaging directly with individuals with disabilities and soliciting their insights and perspectives to inform decision-making.
Product Accessibility Leader Anthology Lomellini has a personal interest in accessibility. Anthology Together 24together with colleagues with other disabilities. Our direct experiences and insights are crucial in shaping the event. Sharing feedback helps organizers identify potential barriers that may not be obvious to those who don’t have similar experiences. This collaborative approach is essential to implementing effective solutions and improving the overall accessibility of the conference.
The creation of the Accessibility Committee is a key component of this effort. The committee will be comprised of people with disabilities, accessibility advocates, and experts who will serve as an expert body charged with ensuring accessibility is front and center throughout the planning process. The committee’s role will go beyond mere oversight; it will actively provide insight, review the plan, and propose innovative solutions that comprehensively address accessibility challenges.
Ensure physical accessibility
Physical accessibility includes a variety of considerations, such as Braille signage, wheelchair accessible restrooms, ample space for wheelchair movement during sessions, accessible routes and elevators, and checking the functionality of automatic doors. Additionally, designated quiet spaces provide a place for people who want to take a break from the sensory stimuli of the meeting environment. At Anthology Together 24, Anthology will have people walk around the meeting space to identify areas for improvement. Requiring speakers to use microphones during meetings and keeping aisles clear are just a few of the measures that can greatly increase inclusivity within a physical space. Incorporating features such as picture-in-picture sign language interpretation during presentations on the main stage is a great example of a commitment to inclusivity on the physical front.
Don’t forget digital accessibility
In the digital dimension, accessibility also extends to the design of meeting materials and platforms. For example, mobile accessibility supports individuals using smartphones and tablets to seamlessly navigate meeting resources. At Anthology, we have worked closely with mobile vendors to improve the accessibility of our platforms. Additionally, offering options for sign language interpretation both in-person and on virtual platforms makes presentations and discussions more accessible to those who are deaf or hard of hearing.
Beyond infrastructure and technology, fostering an inclusive culture also requires providing support mechanisms. Having knowledgeable staff and volunteers available to answer questions and provide support helps attendees navigate the conference. Providing a way to request specific assistance, such as a sign language interpreter or mobility assistance, demonstrates a commitment to effectively addressing diverse needs. Anthology provides an online FAQ page to answer questions about accessibility and help attendees make informed decisions. We also invite attendees to note any accessibility needs on our registration form. However, we still expect diversity and actively plan for accessibility.
Continuing our commitment to accessibility
Creating an accessible conference means more than simply meeting standards. It reflects a deep commitment to promoting equity and inclusion in all aspects of the event. By actively engaging people with disabilities throughout the planning process, institutions and companies can create an environment where all participants can participate, learn, and contribute fully. At Anthology, we continue to work toward creating more inclusive spaces. Prioritizing accessibility in our conference design is a testament to our shared commitment to diversity and equality in all aspects of society.
