CaSDaR’s Inclusive Event Guidelines

For anyone holding a CaSDaR affiliated or funded event, we expect these inclusive event guidelines to be upheld.

These guidelines are to help make CaSDaR events as inclusive as possible

  • Event Timings 
    • Ensure that the timing of the event doesn’t conflict with any major religious or cultural holidays 
    • Ensure that the timing is such that people with caring responsibilities can attend 
  • Communications
    • Marketing and information drafted in plain English, with no specialist language and any acronyms spelled out 
    • If training: Deliverables and learning outcomes from the course identified and clearly communicated in plain English 
  • Data Privacy
    • Ensured that all parties have considered GDPR requirements for storing attendee data 
    • Agreement on resource sharing after the event including license to be applied, method of resource sharing, medium of sharing such as repository/email/social media
  • Venue Accessibility (for in-person):
    • Hearing assistance system installed if required
    • Agreed location and schedule for BSL interpreter if required
    • Copies of resources available online prior to the event if required
    • Seating provided for different needs
    • Accessible doors ie automatic 
    • Accessible male/female/gender neutral toilets 
    • Available break-out or prayer room  
    • Venue lifts able to accommodate a variety of sizes of mobility vehicle 
    • Clear communication of emergency exits for all accessibility needs 
    • Dietary requirements of attendees collected at registration 
    • Clear communication of allergens in food 
    • First Aid/Mental Health First Aid identified 
    • Fire alarms are audio and visual enabled
    • All in-person events should be hybrid (unless there is an agreed upon specific reason not to)
    • Agreed costs of additional AV support to make event hybrid 
    • Copies of resources available online prior to the event for different types of attendees if required
  • Inclusive Networking: 
    • Presence of alcoholic drinks communicated 
    • Variety of non-alcoholic options 
    • Accessible serving eg multiple serving points 
    • Inclusive social activities planned during networking events eg, quizzes including opt-out