How do you organize a virtual or hybrid event as inclusively as possible?

* Points of attention that do not require much time/energy/money

  • Insert a break in time to avoid eye pain etc.
  • Ask participants if they can see text and images clearly on the screen while sharing.
  • Allow participants to participate as they feel comfortable (e.g., camera on/off).
  • Make sure pronouns are included in presenters' names, introductions and/or title slide, if they wish.
  • Wooclap can be activating, but keep in mind that not everyone has a smartphone.

** Points of attention that are a bit more difficult

  • Send agendas, presentations and handouts before and/or after the event.
  • Provide instructions in advance on how to log in/install a particular program/...
  • Make sure image descriptions are available so that people with visual impairments also know what it is about.
  • Make sure there are ways for people to express themselves (e.g., comments, chat, etc.).
  • Designate someone to read and moderate the questions in the chat.

With a hybrid event, there are some additional concerns:

* Points of attention that do not require much time/energy/money

  • When visiting the venue, keep in mind the possibilities of the space: is there equipment available that allows for a hybrid event, or do you need to provide it yourself? Check https://dsa.ugent.be/info/organisatie#materiaalreservaties to see where you can request equipment (as a student), or email events@ugent.be (as an employee).
  • When someone says something, it is best for that person to also say his/her/their name so that people who are participating from a distance can follow the conversation.
  • Schedule time to answer comments/questions from remote participants.
  • Consider using a Google document to take and share notes with external participants.

** Points of attention that are a bit more difficult