emmyft
commented
5 years ago More ideas to turn into vignettes
1 year ahead
- Defining the event topic/audience (will raise different issues depending on audience) CHOICE
- Funding ** CHOICE: Travel support? Yes - more funding needed, no - you limit the diversity of your participants
- Putting together a committee - ensuring representation, balance ** CHOICE: members
- Creating a timeline
- Format of conference (can people participate remotely? Will you have standard panels? How long will they be (e.g. bearing in mind regular breaks needed for various health issues)? * CHOICE: remote participation? Yes - need infrastructure set-up + format that includes well remote participants, no - you lose input from remote participants, people who find it hard to get visas
- Investigate accommodation options
- Naming the event ** Not sure how you might do choices here but there’s a study that shows the difference between naming something a hackathon, a coding challenge and a code and chat event on the type of attendees.
6 months ahead
- Applications CHOICE: would you ask about the ethnicity of participants? (Yes - allows you to collect this info for future reference, no - make people feel uncomfortable) E.g. One of your funders asks you to provide data on the ethnicity of participants
- Visas: visa application support (if the event accepts international participation) ** CHOICE: someone wants to apply from [some country that is hard/expensive to get visa], would you accept this application? (yes - more work + money, no - you lose a participant)
- Marketing CHOICE: which word do you choose in your tag line? Making a poster - colourblind accessibility? CHOICE: your organisation doesn’t have colourblind friendly branding, do you go with the brand colours? Website - alt text CHOICE: do you advertise on instagram/some controversial social media? Diversity and inclusion community specific outreach
- CoC - make it public from the beginning, train staff for CoC handling
3 months ahead
- Book accommodation - similar criteria for venue
- Provide detailed travel information considering mobility issues ** CHOICE: you find out that due to scheduled work/not being term-time, buses won’t be running. What do you do?
- Programme: Breaks Flexible meal times
1 month ahead
- Catering CHOICE: everyone except 2 people wants to go to the pub for an evening If there is limited food, provide tickets so everyone gets to eat. ** Provide options for people to take away food who don’t wanna eat at allocated break time (especially during certain religious periods).
- Confirming final attendees
During the event
- Induction loops and microphones ISSUE: microphone doesn’t work Someone thanks you for making sure
- Arranging copies of slides/larger format handouts for the visually impaired
- Inclusive networking? CHOICE: “find my match” style activities (requires some organisation but good for both extrovert and introverts) vs ice-breaker exercises vs “ask me about” posters/stickers Badge labels/stickers for pronouns/engagement level
- Photography and videography permissions
- ISSUE: catering didn’t register your request for a coeliac meal
We want to create a basic story arc, and define chapters, then look through the advice and check whether we can write vignettes and choices that capture the most common advice.