Building an inclusive culture at scientific meetings: foundations for future progress

Abstract

Scientific meetings and conferences are crucial in knowledge dissemination, fostering collaborations, professional development and inspiring innovative research. However, their traditional structure and organization have remained largely unchanged, perpetuating barriers that continue to exclude scientists from historically marginalized backgrounds. In response, the Microbiology Society has begun its journey to address these longstanding challenges, redesigning its meetings to create a more inclusive culture and a welcoming environment for all participants.

Keywords: DEI; EDI; Microbiology Society; accessibility; conferences; diversity; equality; equity; inclusivity; marginalized scientists; scientific meetings.

Fig. 1.. Facilities and initiatives to enhance inclusiveness at scientific conferences. The figure illustrates key facilities and initiatives aimed at fostering inclusiveness at scientific conferences. The map is indicative only and not to scale. (1) The welcome and orientation area is a key area for registration, signposting and providing delegates with name badges that include pronouns. New and international delegates can be further supported through dedicated events and orientation areas. (2) Seminar rooms should be fitted with hearing loops, and chair briefings should include information on phonetic name spellings for scheduled speakers. (3) Non-denominational, gender-segregated prayer rooms with washing facilities and prayer mats, and quiet rooms should be provided, ideally in quieter areas of the venue with lower footfall. (4) Catering should consider special dietary requirements, including the provision of takeaway boxes for fasting delegates. (5) Consideration should be given to the negative impacts of providing free alcohol, especially at scientific sessions such as poster sessions. (6) A free crèche should be provided to support delegates with young children. For child protection reasons, a space at the free crèche at Microbiology Society conferences is provided by prior appointment only and the location is disclosed only to parents after a space is confirmed. Additional funds can be made available to those delegates unable to make use of the crèche. (7) Clear signposting to accessibility and inclusivity features should be provided throughout the conference venue and be made available ahead of time (including accessibility information and sensory maps). (8) Access to dedicated gender-neutral (all gender) toilets should be provided even if not available by default at the venue. (9) A nursing room should be provided. In addition to the facilities and initiatives shown here, the main scientific programme can be enhanced through the provision of social and networking events aimed at supporting LGBTQIA+, disabled, neurodivergent and other historically marginalized groups. An equality checklist, a flexible supplementary budget, planning in advance with accessibility in mind and engaging with expert organizations leading in inclusivity is crucial for the success of an inclusive event.