[NEW CHAPTER] - Planning Inclusive and Accessible Events

[BrainonSilicon]

Title

Organizing Inclusive Events

Guide

Guide for Collaboration

Draft(s)

I've made a Checklist and Gantt chart to keep track of progress and tasks for the initial drafts during 2023.

To read the chapter draft, please checkout the WIP-Inclusive-Events-chapter-Content branch.

Summary of proposed chapter

The chapter collates recommendations and guidance on how to plan and run events that include (or focus on) having people with a lived experience attend and take part.

Its purpose is to supplement the existing guides on Organizing Conferences, Meetings, Collaboration Cafes, and running hybrid events; and to be specifically focused on the considerations needed to support people with lived experience and accessibility needs.

Who can help?

Anyone!

How to help?

Please review and made suggestions to the content. You can view the current drafts at the links below:

• The current drafts of the chapter content can be found in the inclusive-events folder on the WIP-Inclusive-Events-chapter-content branch

This chapter is separated into different subsections:

• Chapter Landing page: here
• The core chapter content:
  • Planning and Logistics
  • Location
  • Communications
  • Schedule and Agenda Planning
  • Networking and Social Events
  • Technology and Hybrid Considerations
  • Content Accessibility Guidance
  • Facilitation and Moderation (currently WIP, please make suggestions!!)
• A checklist summarizing the content:
• A page of resources:
  • many of these resources are linked below in this issue and will be compiled and sorted once the chapter content and tone has been finalized.

Updates

• [X] Write chapter outline
• [X] Make WIP branch for the chapter
• [X] Write chapter landing page
• [X] Write first draft of chapter content
• [x] Work with the @the-turing-way/accessibility Working Group to redefine inclusion for the chapter
• [x] Edit and re-write after reviews
• [ ] Add images to the content accessibility chapter
• [x] Brainstorm and draft Facilitation and Moderation section
• [x] Align to TTW style guide
• [ ] Write chapter checklist
• [x] Organize the resources section for the chapter (see below)
• [x] Combine materials into a readable chapter
• [x] Proofread
• [x] Add in cross-references to checklist and chapter subsections
• [x] Add pages to toc file
• [x] Create PR and link in the comments
• [x] Request reviews
• [x] Address reviews
• [ ] Merge to main branch

Resources

• https://equity.ubc.ca/resources/accessible-and-inclusive-event-planning/
• https://www.ucl.ac.uk/equality-diversity-inclusion/equality-areas/disability-equality/tips-checklist-making-events-accessible
• https://www.metadocencia.org/en/post/perfiles_accesibilidad/
• https://autisticadvocacy.org/wp-content/uploads/2019/05/Accessible-Event-Planning.pdf
• https://universaldesign.ie/what-is-universal-design/the-7-principles/the-7-principles.html
• https://sites.google.com/nihr.ac.uk/pi-standards/home
• https://warwick.ac.uk/fac/soc/impact/policybriefings/6_creating_inclusive_conferences_for_academics_with_caring_responsibilities.pdf
• https://journals.plos.org/ploscompbiol/article?id=10.1371/journal.pcbi.1010164
• https://accessibility.blog.gov.uk/2016/09/02/dos-and-donts-on-designing-for-accessibility/
• https://shapingourlives.org.uk/report/my-voice-matters/
• https://pad.sfconservancy.org/p/ttw-etherpad
• https://inclusivecommunication.scot/how-to-organise-an-inclusive-and-accessible-event
• https://communications.admin.ox.ac.uk/how-to-plan-and-run-an-accessible-online-event#collapse2035421
• https://www.makethingsaccessible.com/guides/running-accessible-events/
• https://www.friendlylikeme.com/access-spotlight/creating-accessible-events
• https://www.ioic.org.uk/events/event-training-calendar/accessible-communication.html
• How to Plan a Conference with event interpretation for Deaf people
• https://www.priyaparker.com/book-art-of-gathering
• https://fakequity.com/2022/07/29/be-a-better-meeting-host-with-relationship-building-questions/
• https://www.tamarackcommunity.ca/library/ten-2019
• https://www.seemescotland.org/media/11340/lived_experience_report_2022_web.pdf
• https://www.autism.org.uk/get-involved/raise-money/do-your-own-thing/how-to-guides/holding-an-event
• https://forequity.uk/general-resources/
• https://helenkara.com/2022/07/14/the-value-and-limitations-of-lived-experience/
• https://camdenhealth.org/blog/understanding-preferred-language-for-people-with-lived-experience/
• https://www.youtube.com/watch?v=Ms6BrG-RJJI
• https://www.youtube.com/watch?v=8I4wA52BPGU
• https://docs.google.com/presentation/d/1kwHq6UYSOFWCjOrDCgcvmxByCX_dOr1qmBE7gAbj12s/edit#slide=id.g1a353fcaebd_0_18
• https://docs.google.com/presentation/d/1k6Sft7YH2QrDzqzE6TZhociWVjXe7rLMDjAJ734qNKA/edit#slide=id.g1cd292f458d_0_19
• https://www.washington.edu/accesscomputing/are-text-only-web-pages-accessible-alternative
• https://www.loopify.com/blog/accessibility-in-email-marketing/
• https://abilitynet.org.uk/sites/abilitynet.org.uk/files/Creating-accessible-documents-Easy-Read.pdf?utm_source=Website0&utm_medium=CreatingAccessibleDocsEasyReadPDF&utm_campaign=EasyRead
• https://accessibility.huit.harvard.edu/design-readability
• https://www.kent.ac.uk/guides/accessible-content/accessible-documents
• https://www.colorado.edu/digital-accessibility/pdfs
• https://amimagazine.global/Meetings/Planning-and-design/10-ways-to-create-inclusive-events
• https://theworldcafe.com/key-concepts-resources/design-principles/
• https://theworldcafe.com/key-concepts-resources/world-cafe-method/
• https://www.ncbi.nlm.nih.gov/pmc/articles/PMC7237562/
• https://arc-nenc.nihr.ac.uk/news/the-world-cafe-is-an-unmethod-within-co-produced-research/
• https://www.imperial.ac.uk/media/imperial-college/medicine/perc/PERCs-Rough-Guide-to-Public-Involvement---Dec-2021.pdf
• https://www.imperial.ac.uk/patient-experience-research-centre/ppi/ppi-resource-hub/
• https://www.nihr.ac.uk/documents/briefing-notes-for-researchers-public-involvement-in-nhs-health-and-social-care-research/27371
• https://www.nihr.ac.uk/documents/ppi-patient-and-public-involvement-resources-for-applicants-to-nihr-research-programmes/23437
• https://www.england.nhs.uk/wp-content/uploads/2014/03/bs-guide-plann-part1.pdf
• https://www.england.nhs.uk/wp-content/uploads/2016/07/bitesize-guide-event-planning.pdf
• https://www.nihr.ac.uk/documents/improving-inclusion-of-under-served-groups-in-clinical-research-guidance-from-include-project/25435
• https://www.rdsblog.org.uk/what-s-going-on-i-feel-a-bit-wobbly-crafting-power-dynamics-at-a-public-involvement-event
• https://dareuk.org.uk/wp-content/uploads/2023/06/Public-Involvement-and-Engagement-PIE-Guidelines-for-DARE-UK-Projects.pdf
• https://www.adruk.org/fileadmin/uploads/adruk/Documents/PE_reports_and_documents/PEDRI-Best-Practice-Standards.pdf?_hsenc=p2ANqtz-9I-CNND1ExG4qFNhAixF7DgzUPmx2l6OdSTF524XH1QkQi0TUdR7BnLxfzePrRtOMF48_K
• https://zenodo.org/records/8061622
• https://www.hdruk.ac.uk/news-opinion-events/opinion/?_areas_of_work=public-engagement
• https://www.amrc.org.uk/guidance-and-tools-for-public-involvement
• https://www.ukri.org/blog/creative-communities-co-creating-inclusive-innovation/
• https://www.ncbi.nlm.nih.gov/pmc/articles/PMC6067369/
• https://www.learningforinvolvement.org.uk/content/resource/nihr-involving-children-and-young-people-as-advisors-in-research/?
• https://www.invo.org.uk/resource-centre/resource-for-researchers/
• https://www.hdruk.ac.uk/wp-content/uploads/2023/04/Resource-Survey-Report-Final.pdf
• https://iris.who.int/bitstream/handle/10665/367340/9789240073074-eng.pdf?sequence=1
• https://universaldesign.ie/what-is-universal-design/definition-and-overview/definition-and-overview.html
• https://accessible-toilets.co.uk/2019/02/07/all-about-emergency-cords/
• https://www.ucl.ac.uk/equality-diversity-inclusion/equality-areas/disability-equality/tips-checklist-making-events-accessible
• https://tec.scot/sites/default/files/2023-07/Digital%20Pillars%20Paper%20(July%202023).pdf
• https://shapingourlives.org.uk/wp-content/uploads/2023/08/How-we-can-help-you-June-2023.pdf
• https://shapingourlives.org.uk/report/my-voice-matters/
• https://shapingourlives.org.uk/wp-content/uploads/2023/01/Accessible-venues-V3.png
• https://arc-em.nihr.ac.uk/sites/default/files/field/restricted/Preparing%20for%20Implementation_Module%202_V2.pdf
• https://www.friendlylikeme.com/access-spotlight/interpride-san-diego
• https://www.friendlylikeme.com/access-spotlight/atlanta-pride-accessibility-guide
• https://www.friendlylikeme.com/access-spotlight/mental-health-awareness-in-individuals-with-specific-needs
• https://www.friendlylikeme.com/access-spotlight/are-you-comfortable
• https://disabilityequality.scot/easy-read/
• https://rnid.org.uk/information-and-support/technology-and-products/
• https://www.mind.org.uk/media-a/4743/mind-lived-experience-influnce-and-participation-policy.pdf
• https://www.england.nhs.uk/long-read/case-study-how-peoples-lived-experience-is-improving-health-and-care-services-in-the-north-east-and-north-cumbria/
• https://www.york.ac.uk/media/abouttheuniversity/equality/documents/Inclusive-and-accessible-events-good-practice-guidelines.pdf
• https://venues.mmu.ac.uk/wp-content/uploads/2017/03/Planning-Inclusive-Events.pdf
• https://www.portsmouth.gov.uk/wp-content/uploads/2020/05/development-and-planning-design-guide-for-wheelchair-accessible-housing.pdf
• https://www.mos.org/sites/dev-elvis.mos.org/files/docs/offerings/PES_guide_10_20r_HR.pdf
• https://warwick.ac.uk/fac/soc/impact/policybriefings/6_creating_inclusive_conferences_for_academics_with_caring_responsibilities.pdf
• https://mathison.turing.ac.uk/page/2888
• https://www.equalityhumanrights.com/sites/default/files/housing-and-disabled-people-engaging-with-disabled-people-event-planning-guide.pdf
• https://www.glam.ox.ac.uk/workshops-adults-learning-disabilities
• https://www.independentliving.org/docs2/daakit45.html
• file:///Users/sbatchelor/Downloads/Report-of-engagement-activity-with-stroke-survivors-and-carers.pdf
• https://www.citizensadvice.org.uk/Global/CitizensAdvice/Equalities/How%20to%20run%20focus%20groups%20guide.pdf
• https://irep.olemiss.edu/wp-content/uploads/sites/98/2016/05/Trinity_Duke_How_to_Conduct_a_Focus_Group.pdf
• https://www.gov.uk/service-manual/helping-people-to-use-your-service/understanding-wcag
• https://www.w3.org/WAI/standards-guidelines/wcag/
• https://developer.mozilla.org/en-US/docs/Web/Accessibility/Understanding_WCAG/Robust
• https://developer.mozilla.org/en-US/docs/Web/Accessibility/Understanding_WCAG/Understandable
• https://developer.mozilla.org/en-US/docs/Web/Accessibility/Understanding_WCAG/Operable
• https://developer.mozilla.org/en-US/docs/Web/Accessibility/Understanding_WCAG
• https://www.ioic.org.uk/events/event-training-calendar/accessible-communication.html
• https://www.friendlylikeme.com/access-spotlight/creating-accessible-dining-spaces
• https://www.friendlylikeme.com/access-spotlight/creating-accessible-events
• https://www.makethingsaccessible.com/guides/running-accessible-events/
• https://communications.admin.ox.ac.uk/guidance-for-planning-and-organising-accessible-events#collapse2055661
• https://communications.admin.ox.ac.uk/how-to-plan-and-run-an-accessible-online-event#collapse2035421
• https://inclusivecommunication.scot/how-to-organise-an-inclusive-and-accessible-event
• https://hodigital.blog.gov.uk/2016/12/28/designing-for-accessibility-an-update-on-our-accessibility-posters/
• https://www.signsolutions.uk.com/how-to-plan-a-conference-with-event-interpretation-for-deaf-people/
• https://www.signsolutions.uk.com/working-with-sign-language-interpreters-for-events/
• https://www.councilofnonprofits.org/articles/making-your-events-accessible-deaf-and-hard-hearing
• https://rnid.org.uk/information-and-support/deaf-awareness/making-your-event-deaf-aware/