Planning Ahead: The Use of Accessibility Audits for Conference Development

• In Event: Access Is Justice: A Call for Intentional and Expansive Conference Access

Abstract

While there are numerous considerations to account for when planning a conference that is accessible to all participants, creating an accessible conference space allows for an inclusive environment for full participant engagement. According to The Alliance for Access to Computing Careers at the University of Washington (2023), there are three main areas to consider when accounting for accessibility in conference planning and implementation: (1) planning and communication; (2) facilities, and (3) activities and presentations. Additionally, as more and more conferences include both in-person and online components, it is necessary to address the accessibility of all modality options included by the conference organizers. Guetter et al. (2022) note that the COVID-19 pandemic provided the opportunity to increase online conference formats and that while there are pros and cons for any conference modality, allowing for both in-person and online conference formats increases access and overall engagement. As we engage in more and more conferences with multiple modalities, it is a timely discussion to explore not only the accessibility of the online portion of a conference, but the overall accessibility within all conference format modalities.
According to Microsoft (n.d.), there are three areas to consider that allow for individuals to be committed to creating accessible spaces in the world -- accountability, inclusivity, and transparency. When individuals are committed to accessibility and remain steadfast during all stages of project development and implementation a more well-thought out product is created. As such, this presentation will explore the various stages in conference planning and implementation and what key questions on accessibility must be asked at each specific stage. Additionally, this presentation will discuss how the use of an accessibility audit is necessary for future planning. An accessibility audit is an evaluation of how accessible an organization or event is (Siteimprove, 2023). While many accessibility audits are often focused on digital accessibility and an organization’s digital services, practices of an accessibility audit can still very much apply.
Although the American Educational Research Association has accessibility and inclusion resources and policies, as well as a formal disability access statement, there are still areas for improvement for future conferences. There is significant value and need to ensure a conference is accessible in all modalities and for all participants. Many institutions and organizations already have guidance for creating and implementing an accessible conference (e.g., Cornell University, n.d.; Council of Ontario Universities, n.d.; Rutgers University, 2020). Using well-established resources and best practices, engaging in an accessibility audit can make a significant and positive change for the future. In summary, this session will explore the use of an accessibility audit for conference development and implementation, as well as discuss a timeline of key accessibility questions needed for successful event planning.

Author

• Katherine C. Aquino, St. John's University