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# module first. If you create a new module, add its `nav.adoc` file below.
nav:
- modules/ROOT/nav.adoc
- modules/archive/nav.adoc
- modules/events/nav.adoc
- modules/event-checklist/nav.adoc
- modules/outreachy/nav.adoc
- modules/roles/nav.adoc
- modules/resources/nav.adoc
- modules/archive/nav.adoc

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* xref:index.adoc[Past Initiatives]
* Archive
** xref:index.adoc[Past Initiatives]
** xref:demographic-survey/index.adoc[Demographic Survey]
*** xref:demographic-survey/questions.adoc[Questions]
*** xref:demographic-survey/resources.adoc[Resources]

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* Event Checklist
** xref:intro.adoc[About]
** xref:inclusive-checklist.adoc[Event Checklist]
** xref:minimal-measures.adoc[Minimal Measures]
** xref:organizing-committee.adoc[Organizing Committee]
** xref:venue-selection.adoc[Venue Selection]
** xref:catering.adoc[Catering]
** xref:code-of-conduct.adoc[Code of Conduct]
** xref:grants-scholarships.adoc[Grants/Scholarships]
** xref:participant-and-speaker-selection.adoc[Participant and Speaker Selection]
** xref:event-registration.adoc[Event Registration]
** xref:inclusive-practices-during-checkin.adoc[Check-in]
** xref:assessment-of-the-event.adoc[Post-Event Assessment]
** xref:how-to-contribute.adoc[Contributing]

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[[assessment-of-the-event]]
== Assessment of the event
✅ Survey participants after the event to establish whether your diversity and inclusion measures had an effect.
See whether there is any correlation between being part of a minority group and how welcoming the conference felt to the individual participants.
You can consider specifically asking about diversity and inclusion on the survey.
[[practical-considerations]]
== Practical considerations
* Have a plan in place to analyze the data shortly after the event – this can be time-consuming and you will need lots of helping hands to clean data
* Make sure you review the survey outcomes after the meeting with your organizing committee
* Communicate any findings to the next organizing committee if the conference/event is part of a series
*Further Reading* Be sure to check out the Event Registration section on xref:event-checklist:event-registration.adoc#demographic-info[“Demographic Info”] before undertaking any survey that asks participants for information on their identity.

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[[catering]]
== Catering
Many Fedora events don’t provide full catering, but it’s still important to help attendees find safe, accessible food options.
*🍎 If you are not providing catering:*
* Share a list of nearby restaurants, cafes, or grocery stores, including the types of food they serve and any dietary accommodations (e.g., vegan-friendly, halal, gluten-free).
* Include details like hours, distance from the venue, and whether reservations are recommended.
*🍎 If you plan to provide any snacks or meals on-site:*
* Label each dish clearly with ingredients and common dietary tags (e.g., gluten-free, vegan, contains peanuts).
* Offer a variety of beverages, especially non-alcoholic and non-caffeinated options.
* Be aware of common dietary needs: Gluten free, Dairy free, Vegan and vegetarian, Pork free, Shellfish free, Soy free, Nut free (especially peanuts—take extra care), Kosher, Halal
*Tip:* Even if you only offer light snacks, clear labeling and variety go a long way in making everyone feel included.
*Further reading*:
* https://adacamp.org/adacamp-toolkit/inclusive-event-catering/[Inclusive event catering]

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[[code-of-conduct]]
== Code of Conduct (CoC)
* 🍎 Articulate a Code of Conduct for your event
* Get inspired by Codes of Conduct that have been phrased for other conferences (see also “Further Reading”)
[[goals]]
== Goals
A Code of Conduct should:
* Be easy to read (You shouldn’t need a law degree to understand it.)
* Be easy to find
* Explain how to report problematic or unethical behavior
* Explain the consequences of violating Code of Conduct provisions
* Include timelines/deadlines for enforcement action that will be taken
Additional ways to support and implement your Code of Conduct:
* Include FAQs
* Encourage positive behavior (don’t just discourage negative behavior)
* Have a “quick” version and a “less quick” version (e.g. http://jsconf.com/codeofconduct.html[JSConf])
[[awareness]]
== Awareness
Make sure that everyone involved in your conference/event is aware that the Code of Conduct applies to them: that not only includes participants, but also speakers, sponsors, committee members etc.
* 🍎 Tick box at registration that confirms that the participant has read the Code of Conduct
** A pop-up with a short version may also be a good idea.
** Provide a link to the full (“less quick”) version of the Code of Conduct, hosted on its own page.
* 🍎 Include a copy of the Code of Conduct in the sponsor packet
* 🍎 Mention that the Code of Conduct applies to the speakers in the speaker guidelines
* 🍎 Ensure that the Code of Conduct is easily accessible on the conference website
** Should be in main navigation or in the footer (footer is a known pattern, near privacy policy / terms of service)
** Implement additional web-based highlights of the CoC via loading pages, pop-ups, screen savers, etc.
* 🍎 Include a short version of the Code of Conduct on the printed schedule as a reminder
* 🍎 Mention the Code of Conduct in the welcome talk and at the start of every day, including who to contact if there is a problem/violation
* 🍎 Place Code of Conduct reminders on tables at lunch and also signs in rooms reminding people during the day
* 🍎 Create a large banner sign at key entrances on the Code of Conduct as a reminder.
* If you send out daily event e-mails, include an item on “Seeing or experiencing something that makes you uncomfortable”
* “Remember that you can always speak to one of our ombudspersons about any matter of concern, no matter how small.”
* Include short blurbs about the Code of Conduct during breaks (e.g. during slide breaks), on websites, etc.
* Consider a visual “workflow” of Code of Conduct violation:
** Report -> Action -> Resolution
* Make it clear what the consequences or resolutions of a violation are
[[reporting]]
== Reporting
* Ensure confidentiality of the person who is reporting the violation (and the alleged violator)
* Ensure that the data is stored securely with limited access
* Make sure that people are aware of reporting mechanisms:
** Face to face with staff (Who is the dedicated ombudsperson or -persons?)
** Dedicated email, e.g. to codeofconduct@fedoraproject.org
** Open an issue here on Pagure; https://pagure.io/CoC/new_issue
* Consider how a report against an authority figure would be submitted — e.g. if the ombudsperson is the subject of a CoC violation report, who is the report submitted to? (A good reason to have more than one ombudsperson.)
[[enforcement]]
== Enforcement
* Be clear on how long it will take to resolve the situation or take an action on the violation
* Discuss in advance with the organizing committee what the specific process will be for recording and addressing a CoC violation
* When possible, have a third party review the violation report (Another good way to handle the challenge of potential reports against authority figures.)
* Ensure the person who made the CoC violation report is aware of how it is being handled and when it has been resolved.
[[further-reading]]
== Further reading
Why You Need a Code of Conduct
* http://incisive.nu/2014/codes-of-conduct/[Why to have a CoC and how to make one]
* https://jacobian.org/writing/codes-of-conduct/[Why conferences need a code of conduct]
* https://www.wired.com/2013/07/convention-harassment-comic-con/[Human Decency Is Not Enough: Why Cons Need Better Anti-Harassment Policies]
* http://wunder.schoenaberselten.com/2016/02/17/should-my-tech-conference-community-have-a-code-of-conduct-recommended-resources/[Should my tech conference community have a code of conduct and recommended resources]
Crafting a Code of Conduct
* http://codeofconduct.io/[A CoC builder]
* http://confcodeofconduct.com/[Conference Code of Conduct]
* https://www.ashedryden.com/blog/codes-of-conduct-101-faq[Codes of Conduct 101 + FAQ]
* https://web.archive.org/web/20201026215352/https://adainitiative.org/2014/02/18/howto-design-a-code-of-conduct-for-your-community/[How to design a code of conduct for your community]
* https://medium.com/@gusseting/tech-codes-of-conduct-e4e05c6f539f[How Tech Codes of Conduct Fail]
Managing a Code of Conduct
* https://reshamas.github.io/managing-our-code-of-conduct/[NYC PyLadies Meetup: Managing our Code of Conduct]
* http://geekfeminism.wikia.com/wiki/Conference_anti-harassment/Responding_to_reports[Geek Feminism Wiki]

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[[event-registration]]
== Event Registration
What to ask on your registration form (and what not to ask)
[[preparing-to-meet-accessibility-needs]]
== Preparing to meet accessibility needs
* Outline any accessibility services you plan to provide on the registration form. Then:
* 🍎 Ask registrants if they have any additional accessibility needs, and if so, provide instructions on how to make the request.
** “Do you need any special accommodations to help make your time at the conference comfortable and productive? (e.g. accessibility considerations). Please contact the DEI team and let them know the details of your request.”
* Provide any deadlines for requests (it can be difficult to arrange sign-language translation at the last minute, for example).
[[supporting-attendance-through-grants]]
== Supporting Attendance through Grants
* Ask about any grant or scholarship opportunities, e.g. for childcare, scholarships for underrepresented folks
** “Would you be interested in a grant to cover childcare or on-site childcare services? (yes/no) Which option would be most beneficial for you?”
[[dietary-restrictions]]
== Dietary Restrictions
* 🍎 Some people have severe allergies or dietary restrictions that can affect their ability to attend the conference.
* Use an open text box to ask about dietary restrictions. (Forcing registrants to choose from a pre-defined list might miss important allergies or restrictions.)
** “Do you have any dietary restrictions we should be aware of? (e.g. allergies)”
[[photo-policy]]
== Photo Policy
* 🍎 If you will have a photographer at your event, include information for attendees explaining that they may be photographed and how to opt out.
** (see lanyard/photography explanation under Inclusive Practices)
*Further reading*:
* http://geekfeminism.wikia.com/wiki/Photography[Geek Feminism Photography]
[[code-of-conduct]]
== Code of Conduct
* 🍎 Show the text of the Code of Conduct and a required check-box that the registrant has read it and agrees to abide by it.
[[t-shirts]]
== T-Shirts
If you plan to offer t-shirts, consider offering more than one cut/fit of shirt.
* Provide shirt sizing information with the registration form where you ask for shirt size.
(Provide a wide range of sizes, including plus-size.)
* Describe the cut in gender-neutral terms (e.g. “fitted” vs. “straight-cut”) with photo examples, rather than using gender-loaded terms (“men’s,” “women’s,” “unisex”).
*Further reading*:
* http://geekfeminism.wikia.com/wiki/T-shirts[Geek Feminism T-Shirts]
* http://cczona.com/unisex-swag-shirts-are-harming-your-community/[Unisex Swag Shirts Are Harming Your Community]
[[demographic-info]]
== Demographic Info
* Why do you need it?
** We recommend you do not ask for information just “out of curiosity” but rather that there are planned actions you will take depending on the results of your demographic question(s).
** If you are asking just for the purpose of “counting” or ascertaining the diversity of your conference, we suggest doing this in the form of an anonymous post-survey instead, to protect participant privacy.
* If you absolutely must include demographic info in your registration form, make it optional, not required. Forcing people to identify themselves by demographic category is not an inclusive practice and may prompt stereotype threat.
* ✅ If you do collect demographic info, be thoughtful about the structure of the questions so that they are inclusive and don’t contribute to alienating or “othering” marginalized people.
** Not having an answer choice that matches your identity can be a very alienating experience.
* ✅ Take anonymity and data security seriously. Have a plan for limiting access to this information and keeping it secure.
* Suggested format for demographic question:
** “Do you self-identify as an underrepresented minority in either the [conference] community or in your professional field?”
*** “Along which dimension(s) you self-identify as underrepresented? Check all that apply:”
**** Gender identity
**** Ethnicity, nationality, skin color, race
**** Sexual orientation
**** Socioeconomic status
**** Religion
**** Age
**** Ability
**** Do not wish to provide
**** Other (please specify)
Further reading:
* http://43epnd.axshare.com/gender.html[Guiding principles for handling gender on forms]
* https://www.cheryl-morgan.com/?p=24245[A Word on Monitoring]
* https://medium.com/@anna.sarai.rosenberg/respectful-collection-of-demographic-data-56de9fcb80e2[Respectful Collection of Demographic Data]
* https://github.com/drnikki/open-demographics/tree/master/docs/_sources/questions[Open Demographics]

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[[grants-scholarships]]
== Grants/Scholarships
Why funding is important
Registration vs. Travel & Lodging
* Registration waiver scholarships can be highly effective in creating opportunities for underrepresented folks to attend your event.
** Most http://www.pydata.org/[PyData] Diversity Scholarship recipients indicated that receiving funding to cover registration was make-or-break for their ability to attend.
* However, registration waivers alone often aren’t enough.
** Sometimes http://www.pydata.org/[PyData] Diversity Scholarship recipients who didn’t have additional outside sources of funding for travel & lodging were unable to attend even though their registration was covered.
** Interest in https://galaxyproject.org/news/2017-03-gcc2017-fellowships/[Galaxy fellowships] went up when covering the first $n of travel costs was added, as well.
✅ Offer grants to support attendance
* Eligibility Requirements
** Applicants should be
*** from a traditionally underrepresented and/or marginalized group in the technology and/or open source communities including, but not limited to: persons identifying as LGBTQ, indigenous, women, persons of color, and/or persons with disabilities
*** and be unable to attend without some financial assistance <<ref1,[1]>>.
** Also consider providing support for applicants from developing economies.
*** You might use the http://bit.ly/1nO82wD[World Bank definitions] of low and low-middle income.
** Your organizing committee should decide which career stages are eligible: Everyone? Just students and post-docs? Junior faculty/researchers? Unemployed?
* The legal issues of specifically funding underrepresented groups varies by country.
** https://galaxyproject.org/[Galaxy] deals with this by having a separate entity (the Galaxy Community Fund) offer sponsorships.
* Payment
** Supported participants are often required to cover various expenses up front, with the expectation of reimbursement from the sponsor. However, this can be difficult for many participants who may not have the financial resources to do so.
*** To mitigate this issue, sponsors should cover as many expenses as possible directly, including flights, hotels (and deposits), and other major costs.
*** For expenses that cannot be paid directly, sponsors can utilize systems like Ramp, which allow for the creation of virtual credit cards. These cards can be assigned to supported participants, ensuring that expenses are charged directly to the sponsor, eliminating the need for participants to pay out of pocket.
** Typically, recipients either submit receipts for reimbursement, have direct expenses paid for by the organizing committee, or are granted a lump sum up-front.
** We encourage conferences to pay for things directly rather than making attendees pay and wait to be reimbursed, or at least offer this as an option for people who want to use it.
*** Waiting for reimbursement can be a financial burden on scholarship recipients.
Where to seek funding
* How to attract funding for scholarships?
** Consider posting an opportunity for attendees or community members to make individual donations in support of travel scholarships.
** Make corporate sponsor levels specifically tied to travel+lodging and/or registration scholarships. (e.g. https://pydata.org/pdf/sponsor-prospectus.pdf[PyData offers Diversity Scholarships as sponsor benefits])
** Run a crowdfunding campaign to support particular inclusion efforts (e.g. childcare expenses — https://web.archive.org/web/20160527052000/http://opensourcebridge.org/blog/2016/05/childcare-and-scholarships/[Open Source Bridge did this].
** Dedicate surpluses from previous events to funding fellowships.
* Possible Funding Sources (needs more research)
** http://legacy.python.org/psf/grants/[Python Software Foundation]
** https://numfocus.org/programs/small-development-grants[NumFOCUS Foundation]
*** Offers grants to organizing committees for diversity scholarships
** http://www.pyladies.com/[PyLadies]
*** Gives scholarships to PyCon participants
Further reading:
* https://adacamp.org/adacamp-toolkit/travel-grants/[Travel grants toolkit]
[ref1]
Language adapted from The Linux Foundation’s API Strategy & Practice Conference 2017 diversity scholarship announcement. See press release: https://www.linuxfoundation.org/press/press-release/the-linux-foundation-and-open-api-initiative-announce-agenda-for-apistrat-the-api-strategy-practice-conference[Linux Foundation Press Release].

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[[contributing]]
== Contributing
Fedora Diversity and Inclusion Team invites the community to give feedback and make suggestions for improvements to this guide via https://gitlab.com/fedora/dei/docs/-/merge_requests[merge request (MR)]. MRs will be evaluated by the Fedora Diversity and Inclusion Team and/or its volunteers.
MRs should be written so as to conform to the https://docs.fedoraproject.org/en-US/project/code-of-conduct/[Fedora Code of Conduct].
For a full statement of the Fedora Diversity and Inclusion Team mission and our work, please see https://docs.fedoraproject.org/en-US/project/
*IMPORTANT NOTE ON LEAVING FEEDBACK, PLEASE READ*: Thanks for your help in supporting the DEI Team to build these guidelines. Here are a few things to keep in mind before you proceed to give feedback.
* Everything mentioned here is a suggestion and none of the guidelines are compulsory for Fedora event organizers. For more information, please read the ‘How to use this guide’ section in the main page before you proceed to give feedback.
* These guidelines are written for all event organizers in Fedora eg. from local community events like release parties to global conferences like FLOCK.
* Your feedback will be extremely valuable to help us improve it and to build DEI in the Fedora community.
Here are some pointers to think about when leaving feedback on this document :
* What do you think of general rule for evaluation mentioned in ‘How to use this guide’ section i.e. “As a general rule, we encourage conference organizers to implement all of the 🍎 measures and at least one of the ✅ suggestions.”
** Is this feasible for smaller local community events like Release Parties?
** For global community conferences eg. FLOCK, should this rule be different? If so, what?
* Select a section of interest and think about the following for each of the suggested guidelines in that section:
** Is this relevant for the Fedora community? If no, why not and how can we make it more relevant?
** As an event organizer,
*** Is this guideline clearly understandable? If not, what is unclear?
*** What are the efforts (low, medium, high) and impact (low, medium, high) needed to implement this guideline as an organizer of a local Fedora community event eg. Release Party?
**** For example, please identify “low effort- high impact” guidelines as 🍎and “high effort-high impact” guidelines as ✅
*** Do you need more resources to implement this guideline and/or support from Fedora DEI Team?

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[[Fedora-event-inclusive-checklist]]
== Fedora Event Inclusivity Checklist
[[organizing-committee]]
== Organizing committee
=== ✅ High effort, high impact
[%interactive]
* [ ] The organizing committee itself should reflect the diversity you want to create in your conference.
Consider age/career stage, gender, race, sexual orientation, social and professional background when assembling your committee.
[[venue]]
== Venue
=== 🍎 Low effort, high impact
[%interactive]
* [ ] Seats reserved for wheelchair users and other mobility-impaired people
* [ ] Wide aisles between chairs for easy navigation
* [ ] Large text signs and easy-to-read maps for people with impaired vision
* [ ] Bathrooms: signs posted in restrooms that say something along the following lines: “If you think someone’s gender doesn’t match the sign on the door, please follow these steps:
Don’t worry about it, they know better than you.”
* [ ] Quiet room: dedicated room for people to take a break (no phones, no talking)
=== ✅ High effort, high impact
[%interactive]
* [ ] Sign-language interpreters or real-time captioning in place for people with hearing impairment
* [ ] Easily accessible gender-neutral bathrooms
[[catering]]
== Catering
=== 🍎 Low effort, high impact
[%interactive]
* [ ] Labels in front of each dish with list of ingredients and common labels/allergens (e.g. “gluten free”, “kosher”, “includes peanuts”)
* [ ] A variety of beverages, in particular non-alcoholic, non-caffeinated, and sugar free
=== ✅ High effort, high impact
[%interactive]
* [ ] Plan for the following dietary needs: gluten free, dairy free, vegan, vegetarian, pork free, shellfish free, soy free, nut free - especially peanut (this is usually a serious allergy so take extra care), kosher, halal.
[[code-of-conduct]]
== Code of Conduct
=== 🍎 Low effort, high impact
[%interactive]
* [ ] Code of Conduct (CoC) in place (Fedora CoC)
* [ ] Tick box at registration where every participant confirms that they have read the CoC
* [ ] Copy of CoC included in sponsor packet
* [ ] CoC easily accessible on conference website
* [ ] Short version included in the printed schedule as reminder
* [ ] Mentions in welcome talks and at start of every day, including who to contact if there is a problem
[[participant-speaker-selection]]
== Participant and Speaker Selection
=== 🍎 Low effort, high impact
[%interactive]
* [ ] Consider specific wording of how talks were solicited so as not to put people with diverse backgrounds off (e.g. call for “speakers who have advice or expertise to share” rather than “experts in best practices)
* [ ] Call for Proposals: Are you transparent that you want a broad and diverse group to share expertise?
What are the criteria that will be used to assess their submissions?
How and why are you trying to shake things up regarding diversity and inclusion compared to previous conferences?
* [ ] Attracting attendees: Considered what kind of photos you use to advertise your event and what kind of message that sends about diversity and inclusion
=== ✅ High effort, high impact
[%interactive]
* [ ] Invited Speakers: Reached beyond the conference organizers’ own network and the circle of usual suspects to solicit speakers
* [ ] Review of submitted proposals: There is no 100% guaranteed way to avoid bias, but have you done everything you can to mitigate bias in the review process (e.g. by choosing double-blind review)?
[[event-registration]]
== Event Registration
=== 🍎 Low effort, high impact
[%interactive]
* [ ] Can registrants request additional accessibility support?
* [ ] Can registrants specify dietary restrictions, in particular severe allergies?
* [ ] Can registrants opt out of having their photos taken at the event?
* [ ] Is there a check-box for registrants to indicate that they have read the Code of Conduct?
=== ✅ High effort, high impact
[%interactive]
* [ ] Demographic information is better collected during a post-conference survey, but if you do collect demographic info: are you thoughtful in what you ask and how so as not to alienate people?
* [ ] Sufficient measures for anonymity and data security in place
[[check-in]]
== Check-in
=== 🍎 Low effort, high impact
[%interactive]
* [ ] System for photography opt-outs in place (e.g. by adding sticker or lanyard to conference badge)
* [ ] Pronoun pins (he/him, she/her, they/them), buttons or ribbons in place (optimally colour-coded)
[[grants-scholarships]]
== Grants/Scholarships
=== ✅ High effort, high impact
[%interactive]
* [ ] Offering grants to support attendance of traditionally underrepresented and/or marginalized groups in technology and/or open source communities persons (including those who identify as LGBTQ, indigenous, women, persons of color, and/or persons with disabilities) who otherwise wouldn’t have the means to participate
[[post-event-assessment]]
== Post-Event Assessment
=== ✅ High effort, high impact
[%interactive]
* [ ] Post-event survey of participants to establish whether your diversity and inclusion measures had an effect

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[[inclusive-practices-during-checkin]]
== Inclusive practices during check-in
[[photography-permissions]]
== 🍎 Photography Permissions
* Managing photography opt-outs:
** Badge lanyard at registration should be made available to indicate photo preferences (green = photos fine; yellow = ask first; red = no photos)
[[pronoun-pins-buttons-or-ribbons]]
== 🍎 Pronoun Pins, Buttons, or Ribbons
* Indicating pronouns:
** Select a pin/button/ribbon for your lanyard to communicate your pronouns. Using a pin even if you don’t feel like you need one helps create a welcoming space for attendees who do.
** Color-coordinate the pins by pronoun for quicker recognition and processing by those who see the pins. This lowers the barrier to checking (look at the color).
*** Be sure to choose colors that works for folks with color-blindness. With color-coded pins, needing to actually read them is a stress case rather than the norm. Because people are used to the ease of the normal case, they’re more willing to take a little extra effort to read for the stress cases. (purple: he, yellow: she, green: they, blue: ask)
*** To be aware of: Make pins large enough to be easily seen. Make the pronoun itself the largest text, rather than the word “Pronouns”.
** Another option for pronoun indication is ribbons.
*** Have custom ones printed for Zi/Zir and a “Fill in your own” ribbon. For fill in your own, make sure you provide fabric markers. (h/t @oxinabox)
*Further reading*:
* Thanks to https://opennews.org/[OpenNews] and https://srccon.org/[SRCCON] for the pronoun pins idea
* http://www.pronounribbons.org/[Pronoun Ribbons]
* https://www.smashingmagazine.com/2016/06/improving-color-accessibility-for-color-blind-users/[Improving the Color Accessibility for Color Blind Users]
* https://adacamp.org/adacamp-toolkit/policies/#photo[AdaCamp Toolkit on Photography/video/audio recording]
[[welcoming-new-attendees]]
== Welcoming New Attendees
* Ribbons for badges can be useful, e.g. “First-Time Attendee.”
** Consider what visual cues would encourage people to engage with one another and go out of their way to be friendly to someone.
* Consider running a mentoring program that matches experienced attendees with first-timers for networking and to provide a friendly resource to get to know the conference.
[[social-events]]
== Social Events
* “First-Time Attendee” lunch/dinner/coffee-break as a welcome and safe place for attendees to ask questions.
* Consider diversifying the time of day that social events happen.
** Not everyone is available (physically or mentally) in the evenings, when social events are typically concentrated.
* Alcohol Considerations
** We recommend the https://adacamp.org/adacamp-toolkit/serving-alcohol-at-social-events/[AdaCamp Toolkit’s summary approach to alcohol at events]

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[[event-checklist-intro]]
== Fedora Event Guidelines
This guide is intended as a resource for organizers of conferences and events from the Fedora community to support and encourage diversity and inclusion at Fedora events.
It has been produced by the Fedora Diversity & Inclusion team and has been adapted from the http://discover-cookbook.numfocus.org[NumFOCUS Discover Cookbook].
*Note*: Anyone in the Fedora community can be an organizer or help in organizing an event!
[[How-to-use-this-guide]]
== How to use this guide
You do not have to implement every suggestion in the guide in order to "qualify" as having a diverse and inclusive event!
This guide is intended to help event organizers to understand the *landscape* of best practices for diversity and inclusion.
*We encourage you to do as much as you can manage*. Implementing a few well-supported suggestions is preferable to implementing many suggestions that are poorly-supported or incomplete.
We have highlighted suggestions *that are easy to implement* and which have a strong positive impact i.e. *"High Impact, Low Effort"*. These are *"low-hanging fruits"* and marked with a red apple emoji: 🍎.
We also encourage you to do *at least one thing* with "*High Impact, High Effort*". These are marked with a green checkmark ✅
*As a general rule, we encourage conference organizers to implement all of the 🍎 measures and at least one of the ✅ suggestions.*

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[[minimal-measures]]
== Minimal Measures
*As a general rule, we encourage conference organizers to implement all the 🍎 measures and at least one of the ✅ suggestions.*
Making your conference inclusive and encouraging diversity is achievable.
The measures below are explained in more depth in the other pages of this Cookbook.
[[what-are-the-easiest-and-most-impactful-measures]]
== What are the easiest and most impactful measures?
Just follow the measures below. They are explained in more depth in the other pages of this Cookbook.
Measures that are *easy to implement* and have a *strong positive impact* are “*low-hanging fruit*” and marked with a red apple emoji: 🍎.
Measures that take more effort but have considerable impact are marked with a green checkmark: ✅.
[[organizing-committee]]
== Organizing Committee
✅ The organizing committee itself should reflect the diversity you want to create in your conference!
Prioritizing diversity starts with you.
Conference chairs and lead organizers should take special care to recruit an organizing committee that reflects the diversity of the event you aspire to create.
[[venue-selection-on-site-services]]
== Venue Selection & On-Site Services
=== Accessibility Considerations
* Consider attendees who may need accommodations for a disability
=== Mobility
* 🍎 Reserve seats in rooms for folks who might need it (wheelchair, crutches, cane, etc.). Choose easily accessible seats, such as at the end of a row on the aisle.
* 🍎 Create wide aisles between chairs to make it easier for people who are mobility-impaired to navigate the room.
=== Disability
* 🍎 Provide large-text signs and easy-to-read maps. Ask conference organizers to announce important information over the microphone, which helps people with impaired vision.
* ✅ Book sign-language interpreters and/or real-time captioning (someone typing captions) for deaf and hard-of-hearing attendees.
[[bathrooms]]
== Bathrooms
=== Gender-Neutral Bathrooms
* 🍎 Post signs in the restroom and/or on the door instructing what to do if you think someone is in the “wrong” restroom
** “If you think someone’s gender doesn’t match the sign on the door, please follow these steps: Don’t worry about it, they know better than you.” (via @LGBTplusBristol)
* ✅ Ensuring your conference has easily accessible gender-neutral restrooms is a simple way to help non-binary and trans individuals feel included and welcome at your conference.
=== 🍎 Dedicated rooms
* Dedicated rooms (e.g., those below) should be clearly labeled to prevent accidental entry, and their locations should be provided in both the print and the online conference directory and maps.
* Don’t allow anyone (even organizers) to use dedicated rooms for other purposes.
=== 🍎 Quiet Room
* A dedicated room for people who need a break from the stimulation of being surrounded by people at the conference. It’s intended for quiet decompression — no phone calls, talking/socializing, notification beeps!
* People whose religions require frequent prayer may also need a dedicated space.
If possible, provide a separate, nearby room that allows for quiet personal prayer without disrupting others.
If space is limited, work with the venue to offer a flexible-use room or provide access upon request.
* If a separate room is not possible, consider “quiet areas” with soft seating, low lighting, and clear signage.
[[catering]]
== Catering
Making sure that your attendees have something they can eat at mealtimes is an important element of building an inclusive and welcoming conference.
* It’s best to have a sign/small label in front of each dish with a list of ingredients and common labels (e.g. “gluten-free, vegan, includes peanuts”).
** 🍎 Ask your caterer to create and provide the labels.
* 🍎 Make sure to include a variety of beverages, in particular non-alcoholic and non-caffeinated.
* ✅ Common dietary needs to plan for gluten-free, dairy-free, vegan, vegetarian, pork-free, shellfish-free, soy-free, kosher, halal, and nut-free. Shellfish and peanut especially are usually a serious allergy so take extra care.
[[code-of-conduct]]
== Code of Conduct (CoC)
=== Awareness
Make sure that everyone involved in your conference/event is aware that the CoC applies to them: that it not only includes participants, but also speakers, sponsors, committee members, etc.
* 🍎 Provide a tick box at registration that confirms that the participant has read the CoC
* 🍎 Include a copy of the CoC in the sponsor packet
* 🍎 Mention that the CoC applies to the speakers in the speaker guidelines
* 🍎 Ensure that CoC is easily accessible on the conference website
* 🍎 Include a short version of the CoC on the printed schedule as a reminder
* 🍎 Mention the CoC in the welcome talk and at the start of every day, including who to contact if there is a problem/violation
[[participant-and-speaker-selection]]
== Participant and Speaker Selection
=== Speakers
* 🍎 Consider the specific wording of how you solicit talks, e.g., call for “Speakers who have advice or expertise to share” rather than “experts in best practices”
=== Invited Speakers
* ✅ Reach beyond the conference organizers’ own networks.
Take steps to go out and find people who might be lesser-known but would make great speakers.
Look for more than just “the usual suspects” and reach out to your wider network for ideas, suggestions, and introductions.
=== Selecting Speakers
* 🍎 Call For Proposals instructions – be clear who you want
** In the solicitation, be transparent that you want a broad & diverse group to share their expertise.
** Let applicants know what criteria will be used to assess their submission and how speakers will be chosen.
** If your conference has a long history, and you’re trying to change what the program make-up, be up front about the kinds of people you want to have speak, why, and how this may look different from years past.
=== Call for Proposals Review
* ✅ There are many approaches to reviewing and selecting conference contributions, and there is no foolproof type of review that always avoids biases.
Regardless of which approach you choose, open or anonymized, we encourage you to make it “double” so that both parties know each other (double-open) or neither party knows the other (double-closed)
=== Attracting Attendees
* 🍎 Pay attention to the photos you use to advertise your event - what do people look like who attend?
[[event-registration]]
== Event Registration
What to ask on your registration form (and what not to ask)
=== Preparing to meet accessibility needs
* 🍎 Ask registrants if they have any additional accessibility needs, and if so, provide instructions on how to make the request.
** “Do you need any special accommodations to help make your time at the conference comfortable and productive? (e.g., accessibility considerations). Please [email - add email here] and include the details of your request.”
=== Dietary Restrictions
* 🍎 Ask for dietary restrictions on the registration form. Some people have severe allergies or dietary restrictions that can affect their ability to attend the conference.
=== Photo Policy
* 🍎 If you will have a photographer at your event, include information for attendees explaining that they may be photographed and how to opt out in the registration form.
=== Code of Conduct
* 🍎 Show the text of the Code of Conduct and a have a required check-box that the registrant has read it and agrees to abide by it.
[[inclusive-practices-during-check-in]]
== Inclusive Practices During Check-In
=== 🍎 Photography Permissions
* Managing photography opt-outs:
** You can use badge lanyards at registration to indicate photo preferences (e.g., green = photos fine; yellow = ask first; red = no photos)
=== 🍎 Pronoun Pins, Buttons, or Ribbons
* Indicating pronouns:
** Select a label (pin/button/ribbon/sticker) for your lanyard/badge to communicate your pronouns. Using one even if you don’t feel like you need one helps create a welcoming space for attendees who do.
** Color-coordinate the labels by pronoun for quicker recognition and processing by those who see them. This lowers the barrier to checking (look at the color).
[[grants-scholarships]]
== Grants/Scholarships
✅ Offer grants to support attendance
* Eligibility Requirements
** Applicants should be from a traditionally underrepresented and/or marginalized group in the technology and/or open source communities including, but not limited to persons identifying as LGBTQ, indigenous, women, persons of color, and/or persons with disabilities
** and be unable to attend without some financial assistance <<ref1,[1]>>.
* Payment
** Typically, recipients either submit receipts for reimbursement, have direct expenses paid for by the organizing committee, or are granted a lump sum up-front.
** We encourage conferences to pay for things directly rather than making attendees pay and wait to be reimbursed, or at least offer this as an option for people who want to use it.
** Waiting for reimbursement can be a financial burden on scholarship recipients.
[[assessment-of-the-event]]
== Assessment of the event
✅ Survey participants after the event to establish whether your diversity and inclusion measures had an effect.
See whether there is any correlation between being part of a minority group and how welcoming the conference felt to the individual participants.
You can consider specifically asking about inclusion/diversity on the survey.
[ref1]
Language adapted from The Linux Foundation’s API Strategy & Practice Conference 2017 diversity scholarship announcement.
See press release: https://www.linuxfoundation.org/press/press-release/the-linux-foundation-and-open-api-initiative-announce-agenda-for-apistrat-the-api-strategy-practice-conference[Linux Foundation Press Release.]

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[[organizing-committee]]
== Organizing Committee
*Note*: Anyone in the Fedora community who shows genuine interest in helping out is welcome to organize (be a part of the committee)
The organizing committee itself should reflect the diversity you want to create in your conference! Prioritizing diversity starts with you.
✅ Conference chairs and lead organizers should take special care to recruit an organizing committee that reflects the diversity of the event you aspire to create.If this feels challenging, consider reaching out to the Fedora DEI team for support, resources, or a short workshop to help you get started.
* Look for balance along many dimensions: seniority, topical expertise, geography, academia/industry, gender/racial/ethnic balance, disability status, academic lineage and many more.
* Ensure a good mix of long-term expertise and institutional memory with a flow of new people.
* Avoid cronyism: Use algorithmic and term-limited approaches to constitute the steering committee.
When creating the organizing committee, be aware of the specific roles assigned to individuals.
Avoid a situation in which the “housekeeping” roles are all assigned to women or other individuals from underrepresented groups.
The goal is to achieve diversity across many roles, including those of high technical prestige.
* Consider having a member of the organizing committee specifically responsible for mitigating/preventing bias and weaving inclusivity throughout the conference (e.g. “diversity chair” or co-chairs).
* “We tried, but they turned us down.” For both the organizing committee and also the program committee be ready with “spare” names.
Since there are relatively fewer women and underrepresented minorities in the community, they are often asked to do disproportionate amounts of service, and thus are frequently forced to say no at a higher rate.
*Further Reading:*
* link:https://www.numfocus.org/blog/inclusive-approaches-to-recruitment-outreach-notes-from-the-disc-unconference/[Inclusive Approaches to Recruitment & Outreach]
* link:https://cra.org/cra-w/wp-content/uploads/sites/5/2018/05/CRAW-Best-Practices-for-Conferences-v5.pdf[CRA-W Best Practices: Guidelines in Running an Inclusive Conference]
* link:https://github.com/softwaresaved/eventure[Link to interactive fiction example]

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[[participant-and-speaker-selection]]
== Participant and Speaker Selection
=== Speakers
==== Invited Speakers
* ✅ Reach beyond the conference organizers’ own networks.
Take steps to go out and find people who might be lesser-known but would make great speakers.
Look for more than just “the usual suspects” and reach out to your wider network for ideas, suggestions, and introductions.
* Identify a group of people to solicit as conference speakers
** Take extra steps to ensure a diverse speaker pool
*** Make the list of potential speakers who are underrepresented longer than the list of usual suspects (e.g. — have a longer list of women than men), so when someone declines or drops out you can just move to the next one on the list. Underrepresented folks are often overburdened with speaking requests, hence the need for a longer list.
** Keep and maintain a list of possible speakers with expertise and their contact info
** Research and follow speaker lists compiled by other organizations and communities
** When querying your network for speaker ideas, specifically ask for suggestions of speakers who could contribute to the diversity of the speaker line-up
** If your system is to have speakers come to you & ask, but research shows they tend not to do so, they won’t come.
* 🍎 Consider the specific wording of how you solicit talks (subtlety can make a big difference)
** E.g. “Experts in best practices” may turn away people who don’t self-identify as “expert” or who have impostor syndrome.
** “Speakers who have advice or expertise to share” > Everyone has some level of expertise or knowledge to share about what they work on, so this phrasing is more inclusive and inviting.
* Ensure panels and roundtables include a diversity of participants
** Make strategic use of the moderator role to help support diverse participation
[[selecting-speakers]]
== Selecting Speakers
* 🍎 Call For Proposals (CFP) instructions
** In the solicitation, be transparent that you want a broad & diverse group to share their expertise.
** Let applicants know what criteria will be used to assess their submission and how speakers will be chosen.
** If possible, create detailed instructions and/or run workshops to help prepare people to write strong proposals.
** Be clear in who you want
*** If your conference has a long history and you’re trying to change what it’s like, be up front about the kinds of people you want to have speak, why, and how this may look different from years past.
** Consider carefully the way you describe your event and the call for proposals in order to avoid turning away or self-de-selecting of potential speakers.
* Offer speaker training
** Let potential speakers know there are resources to help them prepare, and provide them.
** Ask potential speakers to ensure the content of their talk abides by the code of conduct
** Consider color-blindness in slide design
** Provide handouts of slides and/or transcripts (both large and small format)
** Verbally describe graphs and illustrations
[[incentivize-first-time-speakers]]
== Incentivize First-Time Speakers:
* E.g. “We are looking to diversify our speaker panel; we want to select a cohort of first-time speakers to ensure we continue to offer professional development opportunities to everyone in the community.”
[[attracting-attendees]]
== Attracting Attendees
* Be clear about what your event is about, explain it to people who are less familiar and haven’t attended before.
* 🍎 Pay attention to the photos you use to advertise your event—what do people look like who attend?
* Partner with organizations whose membership you’d like to convince to attend your event.
* Offer scholarships for first-time and underrepresented attendees.
* Advertise the Code of Conduct to convey that you are seeking an inclusive environment.
*Further reading*:
* http://radar.oreilly.com/2011/03/would-i-attend-my-own-conferen.html[Would I attend my own conference?]
* http://www.dogsandshoes.com/2012/06/getting-women-and-other-under-represented-people-to-speak-at-your-conference-is-hard-so.html[Getting women to speak at your conference is hard. So?]
* https://web.archive.org/web/20211123193159/http://2016.cssconf.com.au/2016/07/01/cfp.html[A Better Call for Proposals]
* https://textio.com/[For CFP language]
* https://www.numfocus.org/blog/inclusive-approaches-to-recruitment-outreach-notes-from-the-disc-unconference/[Inclusive Approaches to Recruitment & Outreach]
* https://www.globaldiversitycfpday.com/[Global Diversity CFP Day (Saturday 3rd February 2018)]
* https://500womenscientists.org/request-a-scientist/[Request a Woman Scientist]
[[call-for-proposals-review]]
== Call For Proposals review (“double-blind” vs “affirmative action”)
* “Open” versus “Blind” or “Closed” Review
** “Open” review is a form of review in which the names of the reviewers are made public.
** “Double-Open” review is when the reviewers know the identity of the proposal author and the proposal author also knows the identity of their reviewers
** “Double Blind” review means the reviewers do not know the identity of the proposal author and vice versa.
** “Single Blind” or simply “Blind” review means that the author of the proposal does not know the identity of the reviewers.
** Sometimes the term “Closed” or “Anonymized” is used instead of “Blind”.
* Double “Blind” Review
** By changing speaker selection to completely “blind,” you may be able to increase representation from traditionally underrepresented groups. (See “Further Reading” below.)
** You might create a CFP form that instructs the submitter to withhold identifying information.
** You can assign 1-2 people to remove the identifying information from submissions before passing them to the next group of reviewers/the assessing team.
*** However, be aware that it’s not always possible to do this, particularly if the work is tightly tied to the authors, or is based on their past work, and that reviewers can often determine authors even when they technically shouldn’t. Reviewers may also search for information about the subject of the work, which can lead them to a preprint of the submitted material with the authors listed. In this case, you may want to explicitly instruct the reviewers to try not to consider information about the authors they happen to know or find.
** If you recognize a submission author and you’re on the review committee, you should not grade the submission—recuse yourself from reviewing that submission. Of course, if the process is double-blind, you may not be aware that you have a conflict with it.
** Optionally, the review team can de-anonymize after the review process to ensure that the final selection is representative of the diverse grouping that is desired.
* Double Open Review
** Reviewers know who the proposal authors are and proposal authors know who the reviewers are.
** Some believe that open reviews are higher quality than anonymous reviewers, as the reviewers have to stand behind their comments.
** https://www.scipy2022.scipy.org/chair-reviewer-guidelines[Sample guidelines for reviewers in double open review systems]
* ✅ Regardless of which approach you choose, open or anonymized, we encourage you to make it “double” so that both parties know each other (double-open) or neither party knows the other (double-closed)
*Further reading*:
* https://www.insidehighered.com/news/2016/09/07/new-study-suggests-continued-bias-academic-conference-panel-selections[Double- versus Single-Blind Review: New study provides evidence that when those reviewing panel submissions see a woman’s name, she is less likely to be invited than if no name is seen]
* https://jvns.ca/blog/2014/05/28/anonymous-talk-submission-equals-amazing/[Anonymous Talk Review Is Amazing]
* https://www.elsevier.com/reviewers-update/story/innovation-in-publishing/is-open-peer-review-the-way-forward[Is open peer review the way forward?]
* http://www.nature.com/news/gender-bias-distorts-peer-review-across-fields-1.21685[Gender bias distorts peer review across fields]
* https://www.numfocus.org/blog/how-ropensci-uses-code-review-to-promote-reproducible-science/[How rOpenSci uses Open Code Review to Promote Reproducible Science]
* https://www.techdoneright.io/9[Conference Speaking and Diverse Perspectives with Carina C. Zona and Mark Yoon]
* http://www.cs.utexas.edu/users/mckinley/notes/blind.html[More on Improving Reviewing Quality with Double-Blind Reviewing, External Review Committees, Author Response, and in Person Program Committee Meetings]
* https://arxiv.org/abs/1702.00502[Single versus Double blind reviewing at WSDM 2017]
* [Effectiveness of Anonymization in Double-Blind Review] (https://arxiv.org/abs/1709.01609)
* https://doi.org/10.12688/f1000research.12037.3[A multi-disciplinary perspective on emergent and future innovations in peer review]

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= Venue Selection & On-Site Services
[[accessibility-considerations]]
== Accessibility Considerations
* Consider attendees who may need accommodations for a disability
[[mobility]]
== Mobility
* 🍎 Reserve seats in rooms for folks who might need it (wheelchair, crutches, cane, etc.). Choose easily accessible seats, such as at the end of a row on the aisle.
* 🍎 Create wide aisles (2.5 m, so two power chairs can pass each other) between chairs to make it easier for people who are mobility-impaired to navigate the room.
* Reduce conference sprawl to support access for people who are mobility-impaired.
* Consider marking and enforcing “No Standing Zones” through rooms such as foyers that are both gathering areas and regions people must pass through. (A 2.5 m “corridor” marked on the ground in yellow tape is ideal.)
* Consider making remote access available via livestream, recorded talks, etc.
* Make sure the building is wheelchair accessible. (In the U.S. this is typically required by law.)
* Be aware of how far/near the closest wheelchair-accessible restrooms are. Attempt to shorten this distance when possible, and be sure all staff know where to direct attendees who require a wheelchair-accessible restroom.
[[create-access-visual-hearing-disabilities]]
== Create Access Visual & Hearing Disabilities
* ✅ Book sign-language interpreters and/or real-time captioning (someone typing captions) for deaf and hard-of-hearing attendees.
** If the budget does not allow for both sign-language interpreters and captioning, we suggest that you opt for captioning, as it tends to create more access for a higher number of people. (See “Further Reading” below.)
* Select a venue that has a hearing loop, or audio induction loop (a special type of sound system for use by people with hearing aids) and make sure it is used
[[signage]]
== Signage
* Consider using patterns rather than just color on signs and presentation slides to indicate differences, to make comprehension easier for attendees with color blindness/low vision issues.
* Provide large-text signs and easy-to-read maps.
* Send maps to attendees in advance, with the event schedule.
* Provide large-print copies of printed materials, such as program booklets, via printing normally A5 documents on A4, or folded A4-booklets on A3.
[[microphones]]
== Microphones
* 🍎 Ask conference organizers to announce important information over the microphone, which helps people with impaired vision.
* Make sure that hand-held microphones are available
* Encourage session chairs to repeat questions from the audience over the mic so everyone can hear
* Session chairs should ensure that the microphone is used (even if the speaker thinks their voice is loud enough)
*Further Reading*:
* http://www.sigaccess.org/welcome-to-sigaccess/resources/accessible-conference-guide/[Accessible conference guide]
* https://adacamp.org/adacamp-toolkit/supporting-deaf-people/[Supporting deaf/hard of hearing people at conferences]
* https://adacamp.org/adacamp-toolkit/access-lanes/[Demarcated access Lanes]
* https://adacamp.org/adacamp-toolkit/venue-evaluation/[Venue evaluation]
* https://figshare.com/articles/Ecologist_in_silico_Facilitating_access_for_chronically_ill_disabled_ecologists/1502697[Facilitating access for chronically ill/disabled professionals]
* https://www.smashingmagazine.com/2016/06/improving-color-accessibility-for-color-blind-users/[Improving the Color Accessibility for Color Blind Users]
* https://gist.github.com/katsel/b8fbd1a35734708d5e654bb5153a5aa3[Accessibility, sensory friendliness and neurodiversity friendliness at events via @katsel]
* https://therebuttal2.com/2016/01/28/captioning-vs-sign-language-a-no-brainer/[Captioning vs Sign Language – A No Brainer?]
* https://www.chronicle.com/article/A-Note-From-Your-Colleagues/245916[A Note From Your Colleagues With Hearing Loss: Just Use a Microphone Already] (Subscription may be required for full access)
https://www.hearinglink.org/technology/hearing-loops/what-is-a-hearing-loop/[What is a hearing loop?]
[[bathrooms]]
== Bathrooms
=== Gender-Neutral Bathrooms
* Ideally you would provide 3 types of restrooms: gender-neutral, female, male.
* ✅ Ensuring your conference has easily accessible gender-neutral restrooms is a simple way to help non-binary and trans individuals feel included and welcome at your conference.
* How to re-label bathrooms:
** 🍎 List the specific amenities and what type of restroom it is. For example:
** “All Gender Restroom: Facilities available in this restroom include individual stall toilets, an accessible stall toilet, urinals, sinks, and a changing table” For detailed guidelines and examples of inclusive restroom signage, refer to https://pridefoundation.org/wp-content/uploads/2020/04/All-Gender-Restrooms.pdf[Best Practices for All-Gender Restroom Signage.]
** Post signs in the restroom and/or on the door instructing what to do if you think someone is in the “wrong” restroom
For example: “If you think someone’s gender doesn’t match the sign on the door, please follow these steps: Don’t worry about it, they know better than you.” (via https://twitter.com/lgbtplusbristol[@LGBTplusBristol])
[[toiletries-supplies]]
== Toiletries/Supplies
* 🍎 Provide tampons and pads in all restrooms (some people who identify as male have periods and may need them)
* Consider using fragrance-free hand wash and reducing the use of air fresheners to help those with chemical sensitivities.
*Further Reading*:
* https://adacamp.org/adacamp-toolkit/gender-neutral-restrooms/[Gender neutral restrooms]
* https://medium.com/@melissamcewen/an-easy-way-to-tell-if-a-tech-company-doesnt-give-a-s-about-women-fb6f61249e3d[An easy way to tell if a tech company doesn’t give a sh*t about women]
* https://queerlyrepresent.me/resources/articles/event-accessibility[Queerly Represent Me: Planning an Inclusive Event]
[[dedicated-rooms]]
== 🍎 Dedicated rooms
* The rooms should be clearly labeled to prevent accidental entry, and their locations should be provided in both the print and the online conference directory and maps.
* Don’t allow anyone (even organizers) to use the room for other purposes.
[[nursing-pumping-room]]
== 🍎 Nursing & Pumping Room
* Ensure there is a dedicated, single-occupancy space with a locking door.
* For the room to be optimally useful, these things are desired:
** Locking door
** Comfortable chair (ideally, with arms that do not have gaps between the armrest and the seat, and a set of firm cushions for positioning an infant)
** A desk or table next to the chair (to set the pump, bottles, etc. on), no more than 4 feet from the nearest electrical outlet
** Cleaning wipes, paper towels, and a garbage can for maintaining cleanliness
** Masking tape and a marker for labeling milk bottles and pump parts
** Proximity to a sink for handwashing and washing of pump parts
** A refrigerator for storage of pumped milk (could be in the pumping room, or ideally accessible outside the room but nearby)
** If possible, a dimmable light or a small lamp could be provided instead of bright overhead lighting
=== 🍎 Gender-Neutral Bottle Feeding Room
* Bottle-fed babies can be fed by caregivers of any gender and also benefit from a quiet, low-distraction, private space for feeding.
* This should be a separate, additional room (NOT the same as the nursing and pumping room). It could accommodate multiple babies at a time and be equipped with:
** Multiple comfortable chairs with broad armrests to facilitate bottle feeding positions
** A bottle warmer
** Paper towels, cleaning wipes and garbage can for cleanliness
** Dim lighting and in a quiet area of the conference center/venue
** Clearly labeled to prevent accidental entry, though a locking door is not necessary
*Further Reading*:
* http://miriamposner.com/blog/how-to-accommodate-a-breastpumping-mom-at-your-event[How to accommodate a breastpumping mom at your event]
* https://web.archive.org/web/20190717082756/https://www.verywellfamily.com/lactation-room-breastfeeding-at-work-3545106[How to Set Up a Lactation Room to Support Breastfeeding at Work]
[[quiet-room]]
== 🍎 Quiet Room
* A dedicated room for people who need a break from the stimulation of being surrounded by people at the conference.
** No phone calls, talking/socializing, etc.
** Put notifications on silent/vibrate.
* Ideal is to provide one well lit quiet room, and a second dimly lit room.
* Consider “quiet areas” if a separate room is not possible.