When talking about diversity and inclusion, we also need to consider those disabilities that are not visible

October, often a busy month for our sector with conferences and other events, is Global Diversity Awareness Month. It is probably fair to say that we can still do much more to ensure that all the meetings and events we organise or attend, big and small, support accessibility and inclusion for all. And let’s remember that it’s about being inclusive for diversity we cannot see, as much as the diversity we can.

By being more inclusive in our events, we can gain more diverse engagement with the content itself. The scientific and communications challenges we face are addressed better when we have the input of a wider audience that brings different expertise and personal experience. Improving inclusivity and accessibility will, therefore, allow more people with diverse experiences to join the discussion, enhancing the potential outputs.

In putting together an event, it is important to therefore consider every aspect from the perspective of the diverse audiences that we may wish to attend. While this is not an easy task, starting with a team that is itself diverse is often an advantage. It can be very helpful for everybody to have an easy-to-follow checklist when putting an event together that incorporates many of the considerations required to support accessibility and inclusion.  The Healthcare Communications Association has just launched such a guide, to support event organisers. So, what type of things need to be considered?

Scheduling an event itself is an art. Avoiding religious festivals, national holidays and other key events within the sector and in general, are examples of the challenges; not just for the country where the event is being held, but also for all the nations from where delegates may attend. Catering for the event, of course, needs to be inclusive of those with different dietary requirements and health needs – vegans, vegetarians, nut allergies, gluten free and more. Similarly, frequent breaks can be helpful to those with personal health needs to administer medication, test, use bathroom facilities or just to move around, without singling themselves out.

The location choice, in terms of general transport accessibility and within the building itself, are important considerations, including the availability of ramps, lifts and bathroom facilities, as well as transport routes, parking and much more. We need to consider trip hazards, signage for those with sight impairment and space for carers/companions to accompany delegates, as well as seating that is suitable for all and quiet rooms for prayer or personal space. These considerations are not just for the meeting room itself, but also for the catering and networking areas.

To be inclusive of those with vision or hearing loss and the neurodiverse, we need to adapt our presentation environment. Closed looped hearing systems, live audio transcription, subtitles and braille are all examples of ways we can help deliver a more inclusive environment. Checking the accessibility of presentations for the visually impaired using commercially available software, for example as incorporated into PowerPoint, can make a significant difference.

Considering the type of font used (ideally a sans-serif font) and avoiding italics and underlining, as well as using more icons and visuals instead of words, can make presentations more accessible for neurodiverse individuals, including those who experience dyslexia. Similarly, ensuring that speakers or facilitators are briefed to consider all these factors will help to deliver the best experience for all attendees.