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Guidelines for Organizers Seeking SDF Grants

Below is the most up-to-date list of guidelines available to organizers for making SIGCHI-supported events and initiatives accessible, safe, sustainable, global, equitable, and hybrid. We encourage all organizers to indicate clearly on their SDF application which guidelines they will be adopting. Please tell us how your event/initiative is:

Accessible

  1. Does the event/initiative have an accessibility chair? Have they been appointed early on to shape site selection and budget? If there is not an accessibility chair, is it clearly indicated on the event/initiative website who can be reached to respond to accessibility requests?
  2. Does the event/initiative website provide information regarding accessibility (e.g., related to a venue, accommodation, catering, COVID-19 masking, presentation formats, or other dimensions pointed out by the SIGACCESS guidelines and FAQ generator)?
  3. Is there a way for attendees to request Communication Access Realtime Translation (CART), sign language interpreters, or other accessibility services? Is there a clearly posted deadline by when these requests should be made?
  4. If some part of the technical program is not accessible by default (e.g., PDFs, presentations), is there a plan to make this accessible? Is information on how to do this available on the website for the event/initiative?
  5. In addition to attendees, have the accessibility needs of event/initiative organizers or other volunteers been taken into account throughout the planning process?

Safe

  1. Is there a community agreement (such as a code of conduct) designed to foster respectful and inclusive interaction amongst all participants available on the website?
  2. Is there information about SIGCHI CARES and ACM anti-harassment policies and reporting procedures available on the website?
  3. Can information about safety, including community agreements, SIGCHI CARES, and ACM policies, be easily located by all participants — onsite and online?
  4. If relevant, have local laws that affect safety of minority groups been considered in venue selection (e.g., anti-LGBTQ laws)?
  5. If relevant, is information about safe and accessible local transportation options and operating hours available on the website?
  6. For catered events, are non-alcoholic drinks available? If free alcoholic drinks are available, is it clear to participants that it is only in limited quantities (e.g., via drink tickets)? Do participants know who to ask for support if they come across disorderly or inappropriate behavior?
  7. Have learning opportunities regarding safety (e.g., training on respectful conduct or intervening in unsafe situations) been made available to fellow organizers and participants?

Sustainable

  1. Are there aspects of the venue, if relevant, that help conserve resources (e.g., recycling and composting services, sustainable catering, energy- and water-efficient infrastructure)?
  2. Have participants been made aware of opportunities to conserve resources while participating (e.g., using public transport, refilling reusable water bottles or glasses at drinking stations)?
  3. Are there aspects of the organization that conserve resources (e.g., using digital or reusable signage, minimizing or eliminating swag)?
  4. Are there funds allocated for carbon offsets or is there guidance for participants to calculate and purchase carbon offsets themselves?
  5. Have any efforts been made to consult with local Indigenous people and other advocates for sustainability in planning the event/initiative (e.g., finding approved venues, supporting community-based sustainability projects)?

Global

  1. Is the event/initiative open and prepared to host an audience from regions that are targeted? Is it clear what regions are targeted?
  2. Has the event/initiative been publicized through forums that are meaningful and relevant to the target regions (e.g., through chapters, regional committees, relevant email lists or social media groups)?
  3. If this is a traveling event/initiative, do the organizing team and other volunteer positions (e.g., student volunteers) have strong representation from the local community?
  4. Are there any relevant cultural or religious holidays around the dates of the event/initiative according to available calendars (e.g., TimeAndDate or OfficeHolidays)?
  5. If relevant, is there a visa chair (on the organizing team or outsourced) who can write visa invitation letters, coordinate with ACM regarding visa support letters (if applicable), and field questions and requests for support from participants regarding visas?
  6. Is there a process for requesting visa invitation letters early enough to get a visa appointment in time? Are any deadlines and wait times communicated upfront?
  7. Do participants have options to engage in their native languages (e.g., by including subtitles for their presentations)?
  8. Will translation or interpretation services be required? Can they be arranged at short notice or is a deadline indicated on the website?

Equitable

  1. Is there financial support for community members with financial need (e.g., tiered registration by region, travel grants, costs paid for by the event/initiative directly) and is this information explicitly stated on the website?
  2. Is there support for participants with care responsibilities (e.g., childcare services, partial registration for carers)?
  3. Is the venue inclusive of diverse identities (e.g., accessible gender neutral restrooms, baby-feeding rooms, or prayer rooms)?
  4. Are communications and media designed to be inclusive of identities (e.g., using gender neutral pronouns, images of people with diverse identities)?
  5. Are participants actively encouraged to communicate and request accommodation needs?
  6. Are efforts being made to understand participants’ experiences with the event/initiative, including explicit questions around whether participants’ needs were met and any barriers to participation?

Hybrid

  1. Does the event/initiative support hybrid participation? Is all program content accessible by remote participants with a reasonable quality internet connection?
  2. Is there a hybrid chair, or equivalent, entrusted with the responsibility of managing hybrid coordination?
  3. Has the hybrid set-up been considered from the perspectives of presenters, audience members, online and onsite moderators, etc.?
  4. Has the hybrid set-up been considered with accessibility, internet access, and bandwidth needs in mind?
  5. Are all participants aware of their options for interaction and responsibilities, if any, in bridging in-person and virtual participants? Is there any documentation on how to use any technologies involved?
  6. Is there any support or guidance for those interested in hosting a local viewing gathering?
  7. Will there be appropriate asynchronous forums, such as a Discord or Slack space organized with moderators, permissions, a community agreement, and welcome message?