29 January, 2025

Shaping inclusion: Our journey towards an inclusive congress

Organizing a truly inclusive conference is a challenge we embrace for EAMHID 2025. Inclusion isn’t just a buzzword; it’s a guiding principle shaping every aspect of our planning. From the initial concept to the implementation phase, we are committed to ensuring that everyone, regardless of ability, can fully engage with the conference. Curious about how we’re making this happen? Read on to discover the concrete steps we’ve taken so far.

 

Step 1: Empathizing with stakeholders

To build an inclusive experience, we started by immersing ourselves in the perspectives of various stakeholders. We engaged with academics, conference organizers, visitors, and people with disabilities to understand their needs, expectations, and challenges. Conversations took place in different settings: from direct interactions with our community members at Konekt and Brake-Out, to valuable insights gathered at the EAMHID 2023 congress in Helsinki. Additionally, a comprehensive survey was conducted to capture the diverse voices shaping our inclusive vision.

At the EAMHID 2023 congress in Helsinki, Konekt representatives Marijn and Glorian attended sessions and engaged with international experts to learn best practices for accessibility and inclusion. Their experiences highlighted the need for greater support mechanisms, clearer communication, and more inclusive programming to ensure a welcoming atmosphere for all participants. Marijn and Glorian emphasized the importance of co-creation and they provided valuable feedback on practical accessibility needs.

 

marijn_glorian_helsinki

 

Read our full story on EAMHID 2023

 

Step 2: Defining the challenges

Once we collected and analyzed the input, our team focused on identifying and clustering key challenges. Through desk research and group discussions, we defined three major challenges: 

  1. Increasing diversity and inclusion within the conference organization
  2. Making the congress content more accessible to a broader audience
  3. Ensuring that reasonable accommodations are in place for all attendees.

By addressing these issues, we lay the groundwork for an event that truly embodies inclusion in every aspect.

Using the Double Diamond model, we structured our approach systematically. This model consists of four key phases: Discover, Define, Develop, and Deliver. Our work in this phase fell within the Define stage, where we synthesized the gathered insights and translated them into concrete challenges.

 

double_diamond

 

Step 3: Generating ideas through co-creation

Armed with a clear understanding of the challenges, our Team Inclusion engaged in an extensive brainstorming process. Ideas were gathered not only from internal meetings but also through the invaluable input of stakeholders who responded to our survey. We came up with  innovative ideas:

  1. Providing inclusive guidelines for poster submissions
  2. Encouraging a broad range of speakers to submit abstracts
  3. Ensuring conference roles are fulfilled by a diverse group of individuals based on their unique talents.

One key initiative from this phase was the development of practical tips for creating accessible and engaging presentations, to complete a standard academic call for abstracts. This ensures that content is digestible for all attendees, regardless of their backgrounds or abilities. 

 

Step 4: Prototyping and testing

Turning ideas into action, we moved into the prototyping phase. Our first step was launching the practical tips to help contributors create accessible and engaging submissions. Additionally, we launched a campaign to encourage participation from atypical speakers, supported by an ambassador video featuring inspiring testimonials.

 

 

Looking ahead: the road to implementation

While significant progress has been made, our journey towards a fully inclusive EAMHID 2025 is far from over.

One of the next steps is setting up a structured workflow that enables Konekt participants, Brake-Out members, and external volunteers to take on meaningful roles during the event.
We will test this workflow through small-scale simulations, ensuring that everyone involved understands their role and feels empowered to contribute. Feedback loops will be established, allowing us to refine the process.

By staying committed to the principles of the double diamond model, we aim to create a conference that not only inspires but also sets new standards for accessibility and diversity. This way, we aim to foster an environment where inclusion is not just an objective but a lived experience.

Stay tuned!

 

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