How to host neuroinclusive hybrid events in government

Since the onset of the pandemic, governments have been increasingly hosting hybrid events, with aspects that take place both in-person and virtually. After working remotely throughout the pandemic, guidance in government emerged on how to host successful hybrid events; however, most of the guidance remains tailored to either in-person or remote functions.

When you’re planning a hybrid event, you may find the guidance often mentions accessibility. However, few materials detail how to host an accessible hybrid event, one that is welcoming to, and inclusive of, neurodivergent participants specifically.

At Infinity – The Network for Neurodivergent Public Servants, we strive to create space and promote best practices for neurodivergent public servants to thrive in their careers. This includes providing spaces for neurodivergent public servants to gather and share their experiences, as well as providing guidance on accessibility and neuroinclusion. In this article, we will share best practices for neuroinclusive hybrid events, as well as practical tips and solutions we’ve seen in action from Learners and Policy Horizons Canada.

What should happen

Stay flexible

Keeping a growth mindset and flexible approach is key as you try to meet various, often competing, participant needs. Seek and implement feedback as you plan, execute, and after hosting your event. This will help participants feel included and make your event a success, across all delivery methods. While our primary advice is to host separate functions, offering an in-person session and a virtual session, this is not always feasible due to time and resource constraints.

Find balance

As you continue planning the event, you will need to balance funding, time, and resources available to attain your goals and eliminate barriers. When you determine the budget for your event, allocate funding and resources to accommodate participants. Examine the venue and virtual platform for your event while considering feedback received in previous events; moreover, assess how easy it is to access, navigate, and use both the in-person and virtual spaces.

In addition, the needs of in-person attendees may vary from those who join remotely. Consider how you might offer adjustments in-person and online; for example, displaying captions on screens for participants at the venue, as well as captions provided virtually for those joining online. The structure of in-person sessions may also differ to virtual webinars or guest lectures, so we recommend building in breaks where it makes sense for the audience to engage with what they’ve learned.

Be clear and specific

Provide clear direction for attendees on ways they can participate in your event, whether it involves raising their hand (in-person or virtually), using the chat, or adding their input through digital whiteboards. Setting expectations and guidelines for your event will ensure success and understanding. You may also designate extra facilitators to moderate the virtual functions of your event, such as the chat or digital tools, as well as support for any technical troubleshooting that may be required.

Respect language rights

In Canada, for instance, event organizers must be mindful of Official Languages. Not all virtual platforms provide language interpretation, CART, or automatic transcription for English and French simultaneously. While some platforms provide automatic captions and transcription, as well as automatic translation, unfortunately this is not always the case. Verify whether the platform for your event includes CART or live interpretation, and if not, whether they can integrate these options as add-ons. Consider hosting distinct sessions in each official language where simultaneous translation is not possible.

Note for multilingual governments

For enhanced accessibility, it’s recommended to offer events in one language at a time. This will spare participants’ cognitive load, code-switching, and potential delays with processing information.

Support your audience

• Ahead of the event, send reminders with important information for both in-person and virtual attendance. Include the venue address and a copy of the space layout, which may soothe anxiety and build confidence among your audience. Indicate key details such as washrooms, exits, nearby transportation and food options where applicable. Provide login details for all attendees to access the virtual platform. Allow participants to notify you if their availability changes.

• At the venue, help attendees navigate the space with ease. Provide simultaneous translation if your budget allows, with clearly marked instructions and headsets. Display captions and ensure your guests are seated in the right place, as needed. If the venue allows, you may also consider providing a decompression space. This type of space offers attendees the chance to self-regulate in a low-sensory environment.

• For online participation, confirm whether the virtual platform features can accommodate cameras on or off, “pin” or highlight sign language interpreters, allow emoji reactions, and other functions that enhance the remote experience.

• Following the event, share event transcripts and recordings when possible. This will help with memory recall and reference, for participants who wish to share main takeaways with their respective teams.

Advice from the pros

You can’t predict every barrier, but it doesn’t hurt to be prepared. We reached out to a couple of organizations that have hosted neuroinclusive hybrid events to share their advice. We invite you to review their suggestions below and see how you might incorporate these practices for your next event.

Futures Week 2024 by Policy Horizons Canada

When we reached out to learn more about their recent hybrid conference, this group’s advice focused on event integration and accessibility.

• Ask for attendee needs in advance and offer support contact options throughout.

• Share relevant documents and materials before the event.

• Provide captions, interpretation, and transcripts. If possible, make session recordings available promptly.

• Address individual needs and adjustments, manage sensory risks, and provide venue photos/wayfinding.

UXRConf by Learners

After years of hosting conferences virtually and hybrid through the pandemic, they highlighted the importance of financial accessibility.

• Consider program adjustments, such as splitting events and working with sponsors, to lower expenses for participants.

• Prioritize remote participants in interactions with speakers, for example during question periods.

• Use familiar and accessible platforms to improve your guests’ experience.

• Include clear event timelines, a code of conduct, and support contact details.

Foster a sensory-friendly environment

Both groups agreed on the importance of decompression spaces for guests attending in-person, particularly neurodivergent participants, or folks with sensory sensitivities. For example, you may create a comfortable environment by designating space with natural and dimmable lighting, fidget toys, and craft supplies. Alternatively, you might consider an outdoor dedicated space, with local vendors or light refreshments, to enhance attendee comfort.

Learn more about decompression spaces

The Infinity Network offers a toolkit for conferences and events in Canada’s National Capital Region. We have also advised fellow Government of Canada departments and employee-led networks on how they can create their own decompression space. For more details, contact us at infinity-infinite@tbs-sct.gc.ca

Main takeaway

The best way to ensure accessibility is to plan your event in consultation with attendees and cater to their needs. Building in flexibility for how and when people participate in the event can help relieve stress for everyone. Furthermore, it is important to remain consistent in your communications and set clear expectations. If possible, create space for decompression and make sure people know passive participation is welcome. Finally, it’s vital to seek feedback and continually adapt.

We encourage you to keep the conversation going! Add a comment with your own tips and tricks for neuroinclusive event planning or post in Apolitical's Neurodiversity in Public Service Community.