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Planning virtual and hybrid events: steps to improve inclusion and accessibility

dc.contributor.authorA. L. Doran
dc.contributor.authorA. L. Doran
dc.contributor.authorV. Dutch
dc.contributor.authorV. Dutch
dc.contributor.authorB. Warren
dc.contributor.authorR. A. Watson
dc.contributor.authorR. A. Watson
dc.contributor.authorK. Murphy
dc.contributor.authorA. Aldis
dc.contributor.authorI. Cooper
dc.contributor.authorC. Cockram
dc.contributor.authorD. Harp
dc.contributor.authorM. Desmau
dc.contributor.authorM. Desmau
dc.contributor.authorL. Keppler
dc.contributor.authorL. Keppler
dc.contributor.otherThe Science Foundation Ireland Research Centre in Applied Geosciences (iCRAG), School of Earth Sciences, University College Dublin (UCD), Dublin, Ireland
dc.contributor.otherEquity, Diversity and Inclusion in Geoscience (EDIG) project, Dublin, Ireland
dc.contributor.otherSchool of Environmental Sciences, University of East Anglia, Norwich, UK
dc.contributor.otherUK Polar Network, UK Arctic Office, Cambridge, UK
dc.contributor.otherSchool of Earth, Environment and Ecosystem Sciences, The Open University, Milton Keynes, UK
dc.contributor.otherThe Science Foundation Ireland Research Centre in Applied Geosciences (iCRAG), School of Earth Sciences, University College Dublin (UCD), Dublin, Ireland
dc.contributor.otherEquity, Diversity and Inclusion in Geoscience (EDIG) project, Dublin, Ireland
dc.contributor.otherMineralogical Society of the United Kingdom and Ireland, Twickenham, UK
dc.contributor.otherAccessibility in Polar Research, UK
dc.contributor.otherAccessibility in Polar Research, UK
dc.contributor.otherAccessibility in Polar Research, UK
dc.contributor.otherAccessibility in Polar Research, UK
dc.contributor.otherEquity, Diversity and Inclusion in Geoscience (EDIG) project, Dublin, Ireland
dc.contributor.otherCanadian Light Source Inc., University of Saskatchewan, Saskatoon, Canada
dc.contributor.otherAccessibility in Polar Research, UK
dc.contributor.otherScripps Institution of Oceanography, University of California San Diego, La Jolla, CA, USA
dc.date.accessioned2024-10-02T07:30:25Z
dc.date.available2025-10-02T04:16:34Z
dc.date.issued01-10-2024
dc.identifier.issn-
dc.identifier.urihttps://gc.copernicus.org/articles/7/227/2024/gc-7-227-2024.pdf
dc.description.abstract<p>The past decade has seen a global transformation in how we communicate and connect with one another, making it easier to network and collaborate with colleagues worldwide. The COVID-19 pandemic led to a rapid and unplanned shift toward virtual platforms, resulting in several accessibility challenges that have excluded many people during virtual events. Virtual and hybrid conferences have the potential to present opportunities and collaborations to groups previously excluded from purely in-person conference formats. This can only be achieved through thoughtful and careful planning with inclusion and accessibility in mind, learning lessons from previous events' successes and failures. Without effective planning, virtual and hybrid events will replicate many biases and exclusions inherent to in-person events. This article provides guidance on best practices for making online/virtual and hybrid events more accessible based on the combined experiences of diverse groups and individuals who have planned and run such events.</p> <p>Our suggestions focus on the accessibility considerations of three event planning stages: (1) pre-event planning, (2) on the day/during the event, and (3) after the event. Ensuring accessibility and inclusivity in designing and running virtual events can help everyone engage more meaningfully, resulting in more impactful discussions that will more fully include contributions from the many groups with limited access to in-person events. However, while this article is intended to act as a starting place for inclusion and accessibility in online and hybrid event planning, it is not a fully comprehensive guide. As more events are run, it is expected that new insights and experiences will be gained, helping to continually update standards.</p>
dc.format-
dc.language.isoEN
dc.publisherCopernicus Publications
dc.relation.uri['https://www.journals.elsevier.com/scientific-african', 'https://www.elsevier.com/authors/open-access/choice#waivers', 'https://www.elsevier.com/journals/scientific-african/2468-2276/guide-for-authors']
dc.rights['CC BY', 'CC BY-NC-ND']
dc.subject['africa', 'science', 'Science', 'Q']
dc.subject.lccGeography. Anthropology. Recreation
dc.titlePlanning virtual and hybrid events: steps to improve inclusion and accessibility
dc.typeArticle
dc.description.pages227-244
dc.description.doi10.5194/gc-7-227-2024
dc.title.journalGeoscience Communication
dc.identifier.e-issn2569-7110
dc.identifier.oaioai:doaj.org/journal:c453c98988974705b045146b7d54a359
dc.journal.info-


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