About the event

A practitioner conference for technicians which runs annually, and which is held at Newcastle University every other year.

The one-day conference is free to attend and is funded via charging exhibitors to display and demonstrate equipment of relevance to technicians.

Date

23 June 2024

Location

Frederick Douglas building, Newcastle University

Organising committee

Karen Hendrix (SAgE), Mel Leitch (FMS), Julie Bullimore (OD)

Questions and Answers

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

Neurodiversity, due to requests from delegates who attended the conference two years ago.

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

We used the Frederick Douglas building, a new building on campus which we know is physically accessible. For travel and accommodation, we provided a link to Newcastle Gateshead tourist board who are able to support conference delegates. The main accessibility issue was travel from public transport to campus and we recommended the use of taxis for delegates with accessibility needs, due to distance and the conference venue being uphill.

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)?

On the registration form there was a question about accessibility needs which was separate to the question about dietary requirements. We also provided information on the conference website which explained that there would be a sensory room available during the conference.

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

Due to the size of the conference, catering was in marquees outside the venue as this reduced queuing times. There were different tents for the vegetarian/vegan menu (the same option covered both) and the meat menu, and clear signposting was available. There were plenty of quiet locations where delegates could go to eat once they received their food, so no additional quiet locations were needed.

Did you provide any additional signage during the conference?

Just to the sensory room which was on a different floor to the rest of the conference. We also made sure all helpers were wearing t-shirts that made them visible and that they all knew about the sensory room and were able to direct delegates towards it. For the location of sessions, we relied on the signage already in the building.

Were any accessibility adjustments made during sessions?

Not to the format of the sessions, but we did include two sessions in the programme which were specifically about accessibility. One was a breathwork/mindfulness session delivered by a trained counsellor/trauma expert, and one was a talk about neurodiversity in tech. These made accessibility a visible part of the conference and both sessions were very well attended.

Was the conference online, in person, or hybrid?

The conference was entirely in person in order to provide networking opportunities, with changes made to make the conference accessible for all.

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?

The sensory room was the main feature of this conference. It was possible due to the purchase of £300 of sensory equipment to make a sensory kit. It includes fidget toys, weighted blankets and special lighting and meant we could create a pop-up sensory space. The purchase of the kit was thanks to sponsorship from the Royal Society of Chemistry who were acknowledged on signage to the room and on the kit itself. Itis now being stored with the conferences team at Newcastle University for use at other conferences.

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

The lights in the pop-up sensory room were on a sensor that could not be switched off, and the harsh fluorescent lighting was not suitable in a room of this type. We had to improvise by covering the sensor temporarily to ensure the lights stayed off.

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

Next time we will provide signposting to prayer rooms and nursing rooms on campus so that we consider other aspects of inclusion. Overall, we received very positive feedback regarding accessibility at the conference. In particular, the session on Neurodiversity was well attended by people with a variety of needs as well as their colleagues, and many commented on the recognition they felt due to seeing this session on the programme.

What is your message for other conference organisers about accessibility?

Think about how you can improve accessibility from the very first meeting so that it becomes a thread that runs through the whole organisation process. Doing your best to create a neurodiversity affirming environment benefits everybody and there is a real benefit from showing people that their needs are being met without them having to request adjustments.