Quick Checklist for integrating EDI in Event Planning
(conferences, webinars, (online) workshops, lectures, seminars, etc.)

Preparations

• Aim and target groups of the event
  • Did you consider the diverse target groups in the definition of the event’s aim?
• Is the process of the event organisation documented in a transparent way to be understandable for externals upon request?
  • For example, in case the original speakers list represented the intended diversity and later on, two speakers cancelled, resulting in a homogeneous list (documentation of process), a transparent documentation is helpful to explain what happened (if needed).
• Organisational team
  • Does the organisational team represent the diversity of the project/institution (different genders, ages, backgrounds, scientific disciplines, etc.) behind the event?
    If not, did the organisational team consult or discuss with a variety of members/different communities of the project/institution to ensure that their needs, wishes, etc. are considered?
  • Does the organisational teamwork have EDI principles knowledge or experts in its committee to ensure that EDI principles are considered?
• Announcements for the event (prior to event)
  • Are the channels used appropriate for the targeted participants, so that they will be reached?
    For example, special promotion via social media for events that target early-stage researchers.
  • Did you check the visuals and texts you would like to use with your target groups/different communities
  • Did you reflect on the materials with regards to diversity?

Venue (when appropriate, e.g. for on-site conferences)

• Is the venue adequate to consider different needs of diverse people, such as
  • parents travelling with children (extra room)?
  • people with special needs (e.g. barrier-free access for wheel chairs, protanopia/deuteranopia/tritanopia/achromatopsia (combination of colours, e.g. red-green-blindness), support for people with hearing-impairment by ensuring good visibility of speakers’ faces, etc.)?
• How does the payment of the conference work?
  For example, researchers might have to pay in advance on their own and get refunded by their institution afterwards, which is not affordable for all.
  Are there any possibilities for financial aids, etc.?
• In case of hybrid format: Is special care taken to include online participants wherever possible, e.g. online poster sessions, etc.?

Event Programme (i.e. workshops, hands-on sessions, keynote lectures, etc.)

• Do early career stage scientists have an opportunity to demonstrate their scientific and presentation skills?
• Is the diversity of theoretical approaches within the scientific discipline visible in the conference programme (e.g. different schools of thought or traditions)?
• Are non-scientific sessions (e.g. networking sessions, etc.) part of the programme?
  Such networking formats are important for interdisciplinary collaboration and especially early-stage researchers can benefit for their career development by broadening their networks with the help of such networking formats.

Speakers, Lecturers, Presenters, or Contributors

• Was the diversity (in terms of gender, race, age, discipline, ….) of speakers, lecturers, presenters or contributors considered?
  • Does it reflect the diversity of contributors in the field?
    If not, has a justification been provided [1]?

Participants

• Did the announcement reach the different communities you are expected to participate?
  If the number of participants is limited, are the regulations to select participants clear and transparent for everyone (first come first serve, level of qualification)?
• How will participants with different cultural and educational backgrounds be encouraged to participate?

Research Contents

• Which diversity aspects are addressed and how (distinguished in the data and variables used)? If diversity aspects are not considered in the content, why not?
• What underlying theories and practical examples (if any) is the proposal referring to in terms of diversity (e.g. gender, age, race, social background, environmental influences, ethnicity, etc.)?
• Are examples of societal relevance of the research given?
  Depending on the workshop/ conference topic (if relevant), to which extent are topics of responsible research and innovation addressed?
• Are different genders, different research communities who have contributed to the discipline explicitly mentioned?
  For example, Ada Lovelace [2] as the first known woman computer programmer or the neurosexism debate [3] in neuroscience.
• Are the stakeholders or users of the knowledge created by the respective scientific discipline(s) identified?

Methods and Materials

• Were materials checked with regards to potential unconscious biases (see “Unconscious bias”) concerning diversity dimensions (e.g. gender, race, age, etc.)?
• Do the lectures implement different didactic approaches?
• Is there evidence that methods and materials are suitable for the target group?

Interaction

• For online events, remind participants of netiquette/housekeeping rules (see “Shared principles for expected behaviour”) at the beginning of the online event (explain technical modalities, invitation to turn on the camera, raise hands if wish to speak, usage of appropriate language, constructive feedback, etc.)
  • When introducing the online event with the netiquette, clarify also how you will deal with “ghosts”, i.e. participants who do not react when addressed, with cameras turned off.
• Make sure that interaction is “moderated”, i.e. that contributions from participants are balanced. For example, encourage especially early-stage researchers to engage in the online workshop as they might be less prone to speak than senior researchers.
• Do participants have the possibility to interact and network (breakout sessions, polls, chats)?

Evaluation

• Is a contact point provided if participants would like to receive more information, give feedback, address concerns, etc. after the conference?