EDI Statement
TEDx Cranfield University’s Equality, Diversity, and Inclusion (EDI) Statement
This EDI policy has been created using the C-DICE policy as a guidance and heavily borrows from it. Thank you to C-DICE for recommendations for creating a diverse, accessible, and inclusive conference.
At TEDx Cranfield University we aim to advance inclusion for all our volunteers, speakers, and attendees, regardless of age, disability, gender identity, marriage and civil partnership, pregnancy and maternity/ paternity, race/ethnicity, national origin, religion or belief/non-belief, sex or sexual orientation.
We strive to provide an environment that is supportive and enables everyone to reach their full potential. To achieve this goal, we have developed an Equality, Diversity, and Inclusion (EDI) statement that will guide our activities in all C-DICE strands.
Our goal is to ensure that all participants, speakers, and volunteers feel valued and respected. To achieve this, we are dedicated to:
Promoting Equal Opportunity: We ensure that our events are accessible to everyone, providing necessary accommodations and support to those with specific needs.
Embedding EDI Practices: Our planning and execution processes include Equality Impact Assessments (EIAs) to identify and address any potential barriers to participation. This helps us to create an environment free from discrimination and bias.
Encouraging Diverse Voices: We actively seek to include speakers and participants from a variety of backgrounds, perspectives, and experiences. This diversity enriches our discussions and promotes a broader understanding of the topics we explore.
Providing EDI Training: We will aim to offer guidance and training to our volunteers and speakers to ensure they are aware of and can contribute to our EDI goals. This includes advice on how to make presentations and materials accessible to all attendees. Although this may not be possible in every case, we aim to provide this as a goal.
Continuous Improvement: We regularly review our EDI practices and policies, seeking feedback from our community to make necessary improvements and enhance our commitment to inclusion.
We invite all partners, stakeholders, and attendees to join us in our commitment to equality, diversity, and inclusion. By working together, we can create a TEDx event that is welcoming and inspiring for everyone.
TEDx Cranfield University Behaviour Policy
We are dedicated to providing a harassment-free experience for everyone, regardless of age, disability, gender identity, marital status, pregnancy, race, ethnicity, national origin, religion or belief, sex, or sexual orientation. We expect all participants—attendees, speakers, sponsors, and volunteers—to adhere to the following behaviour policy to ensure a safe and enjoyable event for all.
1. Respect and Courtesy
Treat everyone with respect and courtesy, valuing diverse opinions and ideas.
Engage in open, constructive, and respectful dialogue.
Listen to others and be mindful of interrupting or dominating conversations.
2. Harassment-Free Environment
Harassment, discrimination, or offensive behavior of any kind will not be tolerated. This includes, but is not limited to:
Offensive comments related to gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, ethnicity, age, religion.
Unwelcome sexual attention, advances, or inappropriate physical contact.
Intimidating, stalking, or following behaviors.
Disruptive conduct during talks, sessions, or other activities.
3. Inclusive Participation
Try to include all attendees in discussions and activities.
Use inclusive language and be mindful of terms that may exclude or offend others.
Accommodate and respect the needs of individuals with disabilities or specific requirements.
4. Safe and Healthy Environment
Follow all safety and health guidelines provided by the event organisers.
Respect the personal space and boundaries of others.
Report any health and safety concerns immediately to the event staff/volunteers.
5. Responsibility and Accountability
Take responsibility for your actions and the impact they may have on others.
Respect the property of the event venue and other attendees.
If you witness any behaviour that violates this policy, report it to event staff/volunteers immediately.
6. Reporting and Consequences
If you experience or witness any form of harassment or inappropriate behavior, please report it to a member of the event staff immediately.
All reports will be handled with confidentiality and discretion.
Participants asked to stop any harassing behavior are expected to comply immediately.
Failure to adhere to this policy may result in the individual being asked to leave the event without a refund and could lead to further consequences.
Contact Information
For any concerns or to report an incident, please contact contact@tedxcranfielduniversity.com.
By following these guidelines, we can ensure that TEDx Cranfield University is a welcoming and inclusive event for everyone.
How TEDx Cranfield University plans to include EDI within our event!
Conference Planning
Embedding EDI from the outset
Embedding EDI at each stage of the conference process to host an equitable, diverse, and inclusive conference. Objectives, definition of concept or themes, format of programme, budget, venue, speakers, and team roles are all areas where EDI should be embedded in conference planning.
Devising a representative programme.
Expertise is essential but look beyond the “usual suspects” for your core programme of speakers and activities for a diverse range of speakers cutting across genders, race, and other EDI characteristics. Ensure reserve presenter list is also diverse.
Review programme.
Seek consultation from EDI forward institutions such as C-DICE, CSA and IGNITE+. Consider consultation with other EDI professionals.
Consider the venue(s).
• Hearing loops in rooms. (Will be looking into this if venue allows it)
• Wheelchair accessibility. (Main hall is wheelchair accessible at both the front and back of stage. Livestream room will also take this into consideration. CSA is wheelchair accessible on ground floor.
• Ability to provide quiet space, breastfeeding room, prayer room etc. (Mosque and Chapple available within Cranfield Campus. We will be providing a quiet room for all guests. Breastfeeding facilities will be looked into)
• Availability of gender neutral and accessible facilities. (7 Gender Neutral Toilets, plus 1 gender neutral accessible bathroom adjacent to main presentation hall)
• Aim for sanitary products to be provided free of charge (to all genders).
Conference Preparation
Support your presenters.
If possible, provide our presenters with optional training and/or support on making presentations accessible. Support C-DICE provided included: • One-to-one meeting with presenters, where we highlighted EDI aspects to note while presenting. • Provided EDI guidelines to presenters in written form. • Opportunity to partake in up to 3 dress rehearsals before the main event!
Support your conference delivery team.
• The names of speakers, and where possible guest, in phonetic format to avoid mispronunciations.
• A detailed list of EDI interventions including location of quiet rooms, etc.
• An identified point of contact for EDI queries
Support your delegates
It is important to make your delegates feel welcomed and supported in the run up to the conference as well as during the conference itself.
• Pre-conference information webinar and meet & greet sessions.
• Mechanism for delegates to provide us with information on dietary and accessibility requirements.
Pregnant women will need to have labelled food so they are aware of what they can and cannot consume.
We will accommodate any dietary requirements. We will send a pre-event survey to collect participants’ catering requirements. Vegetarian food options will be the standard option for our events
• Published a detailed programme that highlighting accessibility of sessions including information on availability of o British Sign Language translator. o Hearing loops. o Wheelchair access. o How interactive each session is.
To create an inclusive environment and a sense of belonging for disabled attendees we will ensure they are not disadvantaged physically by considering their accessibility concerns and facilitating their access requests. We will choose venues for our events that are fully accessible.
We will send a pre-event survey for access requirements and ensure the venue has step-free access from the pavement to the main room. Rooms will be set to ensure that enough space will be available for wheelchair users. Clear, detailed and updated accessibility instructions will be sent out to registered members well in advance regarding access the building, hearing induction loops, ramps to get onto stages and other relevant aspects.
• Option for delegates to add their pronouns to their attendee badges.
To actively facilitate their participation and raise awareness, we will include an optional gender neutral ‘Mx’ title option in the registration form or badges, or alternatively not use any pronouns at all. During events we will encourage the use of gender-neutral language where relevant, and ensure we are aware and use preferred pronouns. We will also indicate to attendees where the genderneutral toilets are located
Pro-actively identify and implement support for delegates.
Consider reasonable adjustments that delegates may require and proactively implement them. This is especially important if implementation has budgetary implications and/or has a long lead time.
Re-actively identify and implement additional support for delegates.
Collecting accessibility information at registration can help identify additional reasonable adjustments that could be adopted. Keep a list of these so at the next event they can be pro-actively implemented.
Ensure website has been created and styled with accessibility in mind.
Following the WCAG 2.0 guidelines can really help with this, plus including text like “should you find any issues please let us know and we will do our best to help” so you can be alerted to any issues.
Implement good behaviour policy
Ensure attendees, speakers and volunteers are aware of our EDI policy. To write and make all attendees are of a good behaviour policy that ensures all attendees have a safe and pleasant event!
On the day
Ensure good signage.
Good signage can significantly reduce stress for delegates. Include signage to quiet room
Have a nominated EDI person.
Make sure this is person is prepared to answer questions on the day. It would also be beneficial for this person to have undergone active bystander training so that they can identify and react to any situations that occur.
Make sure planning is put into practise.
Have a list so you can easily check that planned interventions happen
Implement good behaviour policy
Ensure good behaviour policy is implemented
Follow Up
Post conference debrief.
Get feedback from a range of stakeholders by holding separate debriefs from different stakeholder groups including: • Speakers. • Delegates. • Conference team. • Steering Committee.
Feedback questionnaires.
Make these as easy as possible to complete, provide QR code on the day during closing session and include link in follow up after event email.
Create an action plan based on feedback.
Once you have feedback it is important to plan how you will act it to make your next event even better!