About the event

An annual meeting of a professional association for linguists.

Date

28-30 August 2024 with a summer school for PGR students on 27 August 2024

Location

Percy building and Armstrong building, Newcastle University

Organising committee

Rebecca Woods, Elaine Lopez, Emma Nguyen, Dan Duncan and others

Questions and Answers

What aspects of accessibility did you focus on at this conference, and why?

We chose to focus on all aspects of accessibility, including physical access, neurodivergence, childcare, religious requirements, gender diversity and dietary need. When selecting plenary speakers we considered career stage, gender and the linguistic/cultural diversity of them and their work.

How did you ensure that the conference venue was physically accessible?

We used university buildings and physically checked all rooms when agreeing bookings with the conferences team to ensure the rooms met our standards for accessibility.

What communication about accessibility did you provide leading up to and during the conference? Were any changes made to the online registration process (inc. asking about accessibility needs)?

We communicated during the CfP that we would be planning an accessible conference. There was a question on the registration form about accessibility needs that was separate to a question about dietary requirements.

We had a named accessibility contact on the conference website who delegates could contact in advance.

We planned large text name badges on lanyards. The majority of lanyards were Newcastle pride ones and we had different lanyards available for anyone who preferred that option.

We offered childcare if enough delegates had wanted it to make to financially viable. Due to low demand this didn’t happen, therefore children were welcome at the conference itself.

What adjustments did you make when arranging catering, to aid inclusion and accessibility?

Vegan, Halal and Gluten free options plus all catering was nut free. There was a no queue/early access option for delegates who needed it.

Did you provide any additional signage during the conference?

Yes, we had large print signs with icons as well, situated throughout the venue.

We provided personalised maps on the back of the name badges.

The organising committee had different coloured name badges to make them identifiable.

Were any accessibility adjustments made during sessions?

No as these were not required but we did have plans prepared e.g. remote access from a quieter space. We worked with IT at the start to ensure everything was set up and had a local organiser in every room in case additional help was needed.

Was the conference online, in person, or hybrid?

In person with hybrid plenary sessions and special interest sessions.

Did you provide any additional accessibility support, such as a sensory room or childcare, or by signposting to central NU services like prayer rooms, quiet rooms, nursing rooms?

We considered natural light when booking rooms.

There was a sensory room and quiet space in the main conference venue.

We signposted nursing rooms and prayer rooms on campus that were within a 5 minute walk of the conference venue. Information about these was provided in writing but also orally during the conference opening.

We had a ‘no present’ option for posters where delegates could provide a QR code that linked to a pre-recorded video or audio explanation of the poster.

Were there any barriers to accessibility that arose during the conference?

No.

Final reflections: Is there anything you would do different next time?

Not different, but we struggled to balance the concept of expectations for a conference drinks reception with the barrier that would present for attendees who cannot be in a venue with alcohol.

We underestimated the amount of space required to comfortably move around the poster session for people with physical disability or neurodivergence.

What is your message for other conference organisers about accessibility?

Think about it from day one to embed it in all parts of the organisation.

If you want to provide childcare, book that early.

Take lessons learnt from previous experiences with conference organisation into planning.

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