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| 1 | +# Organization Checklist |
| 2 | + |
| 3 | +## Pre-Conference Communication |
| 4 | + |
| 5 | +- [ ] The Code of Conduct for the conference is written and easily accessible from the conference website. |
| 6 | +
|
| 7 | +[small]#Attendees who had first or second-hand problems during conferences might avoid conferences with no CoC.# |
| 8 | + |
| 9 | +- [ ] The website clearly states its goal to defend inclusivity. |
| 10 | +
|
| 11 | +[small]#The absence of statement could be interpreted by minorities as an absence of such goal.# |
| 12 | + |
| 13 | +- [ ] The website clearly states whether it is accessible to reduced-mobility attendees. |
| 14 | +
|
| 15 | +[small]#Reduced mobility attendees might not engage with the conference when in doubt.# |
| 16 | + |
| 17 | +- [ ] Contact associations and public figures of minority groups directly to advertise the conference. |
| 18 | +
|
| 19 | +[small]#Such groups might have parallel networks than the rest of the community and not know about your event otherwise.# |
| 20 | + |
| 21 | + |
| 22 | +## Venue |
| 23 | + |
| 24 | +- [ ] There are at least 5 seats / 100 person, where attendees wait beetween conferences. |
| 25 | +
|
| 26 | +[small]#Attendees may have many reasons to need to seat during breaks.# |
| 27 | + |
| 28 | +- [ ] It is possible to reach the venue through large walkways and protected crosswalks. |
| 29 | +
|
| 30 | +[small]#Reduced mobility attendees might not be able to reach the venue otherwise.# |
| 31 | + |
| 32 | +- [ ] It is possible to reach the venue and go to all conference rooms without using stairs. |
| 33 | +
|
| 34 | +[small]#Some attendees might not be able to climb stairs.# |
| 35 | + |
| 36 | +- [ ] Doors to all conference room are wide enough for a wheelchair to pass. |
| 37 | +
|
| 38 | +[small]#Wheelchair users should be able to attend all conferences.# |
| 39 | + |
| 40 | +- [ ] There are gender neutral bathrooms. |
| 41 | +
|
| 42 | +[small]#Trans and gender non-conforming attendees should not have to choose gendered toilets.# |
| 43 | + |
| 44 | +- [ ] There are spots where attendees know they can find staff members during the whole conference. |
| 45 | +
|
| 46 | +[small]#If a problem arises for an attendee, they need to be able to find available staff members without needing to search for them.# |
| 47 | + |
| 48 | +- [ ] The conference program is available on an accessible webpage. |
| 49 | +
|
| 50 | +[small]#It will allow blind and vision impaired attendees to organize their planning using voice recognition.# |
| 51 | + |
| 52 | + |
| 53 | +## Lunch and Parties |
| 54 | + |
| 55 | +- [ ] Each lunch and party is accessible without using stairs or narrow doors. |
| 56 | +
|
| 57 | +[small]#Reduced mobility attendees should also be able to join the parties.# |
| 58 | + |
| 59 | +- [ ] Each lunch has a "first-class" vegetarian option. |
| 60 | +
|
| 61 | +[small]#There can be philosophical, religious or health reasons for attendees to not eat meat. Their lunch should be correct nonetheless.# |
| 62 | + |
| 63 | +- [ ] Attendees have a way to indicate specific diets in advance, so that they can be served a different meal. |
| 64 | +
|
| 65 | +[small]#It is often not practical to propose food that would blindly satisfy all existing diets. By directly asking attendees, the actual need can be identified.# |
| 66 | + |
| 67 | +- [ ] Attendees can get the list of ingredients in served foods. |
| 68 | +
|
| 69 | +[small]#Attendees with food allergies might need to check the ingredients before eating something.# |
| 70 | + |
| 71 | +- [ ] There are alcohol-free options at parties, that are as good as the alcoholic ones. |
| 72 | +
|
| 73 | +[small]#Attendees who don't drink should not feel like second-class guests.# |
| 74 | + |
| 75 | +- [ ] Alcohol is limited until a given time, at official parties. |
| 76 | +
|
| 77 | +[small]#Some attendees do not feel secure when other are drunk. They should be able to attend the parties nonetheless.# |
| 78 | + |
| 79 | +- [ ] Visible and available staff members should be present during official parties. |
| 80 | +
|
| 81 | +[small]#If the party is organized by the conference, it should be clear and staff members should be able to intervene in case of problem.# |
| 82 | + |
| 83 | + |
| 84 | +## Staff |
| 85 | + |
| 86 | +- [ ] The staff is aware and in line with the conference goal of increased inclusivity. |
| 87 | +
|
| 88 | +[small]#Staff behaviour will have a tremendous impact on the experience of attendees during the conference.# |
| 89 | + |
| 90 | +- [ ] Every staff member has a list of contacts if an emergency occurs. |
| 91 | +
|
| 92 | +[small]#Every visible staff member might have to handle one on their own.# |
| 93 | + |
| 94 | +- [ ] There is diversity in the staff members. |
| 95 | +
|
| 96 | +[small]#Attendees from a minority might talk more easily if they see a staff member from their group.# |
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