The Equity and Social Justice Committee updated the DEIB Checklist for Events this November. This updated checklist should be utilized whenever possible to create a more inclusive and engaged environment.
This checklist is intended for planning and evaluating Alliance projects and events. The Board of Directors and any Alliance committees will use the checklist for all events we host. Primary guiding consideration: Have we recruited a diverse range of participants (across race, gender, disability, career stage) who are best suited to address the event’s topics?
1. Project Planning Thought Leadership
- Include diverse perspectives in your brainstorming sessions.
- Establish clear purpose and target audience.
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Choose your project platform (in-person or online, or a combination).
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Establish a project budget that includes accessibility needs and inclusive
vendor options, if applicable. -
Create a DEI-aware agenda incorporating DEI related topics aligned with
your event goals.
2. Moderator/Speaker Sourcing, Selection and Tracking.
- Recruit representative moderators/speakers/panelists.
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Gauge speakers’ comfort levels and fitness for conversation by specifying
particular topics of discussion in the invitation to speak. -
Request relevant demographic information from speakers.
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3. Date and Venue/Platform Selection.
- Consult the calendar to avoid conflicts with religious and cultural
holidays. -
Solicit diverse and locally owned vendors.
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Solicit venues that:
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are ADA compliant
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have gender neutral restrooms
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can set up designated rooms as needed and when applicable –
lactation room, prayer room, quiet room, etc.
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If online, ensure that platform is ADA accessible
4. Promotion and Registration
- Ensure language and visuals are inclusive.
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Include questions about dietary and accessibility needs in the registration form.
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Include an option to enter gender pronouns on registration form.
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Promote as widely as possible (e.g. NPCA, RPCV affinity groups, PeaceCorps Ukraine, in-country PCVs, word of mouth)
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5. Panel Preparation
- Provide DEIB related questions to moderator(s) prior to the event to allow for adequate preparation.
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Pre-plan how moderator(s) will ensure that underrepresented perspectives
are included and ensure that all speakers are addressed in an equal manner. -
Hold a pre-event meeting with all speakers for introductions, preferred
titles and pronouns, name pronunciations, agenda review and ground rules.
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6. Final Pre-Event Considerations
- Determine and arrange for accessibility needs.
- Determine and arrange for dietary restrictions.
- Provide all guests with information on accessibility entrances/exits for the venue.
7. During the In-Person Event
- Ensure check-in tables, signs and materials are easily accessible and readable to attendees with disabilities.
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Post notification if any portion of the event is being recorded.
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Designate accessible reserved seating for those who may need it or
request it day-of.
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8. During the Online Event
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Ask participants to include names and preferred pronouns on screen.
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Explain ground rules for participation.
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Designate tech support to assist participants and assure accessibility functions are working.
9. After the Event
- Survey participants about event inclusion and accessibility and ideas for future events.
- Send thank you notes to speakers.