JOINInclusive STM Meetings: Event Chair & Session Organizers Guidelines
Hosted by: STM D&I Task & Finish Group
Speakers: Bill Deluise (Wiley), Damita Snow (ASCE)
About the session
Inclusive events don’t happen by accident. This session introduces STM’s Event Chair & Session Organizers Guidelines, designed to help event leaders and teams embed inclusion, accessibility, and global representation from the very start of event planning.
Drawing on findings from the STM Diversity & Inclusion Survey 2025, the session will walk participants through STM’s priorities, principles, and practical tools for creating inclusive meetings — online and in person.
What you’ll learn
Participants will:
- Understand inclusion as a core strategic priority at STM, and how it translates into event design
- Learn the key priorities and principles guiding inclusive STM events, including geographic diversity, accessibility, and measurable outcomes
- Explore working targets for speakers, committees, and programmes across all STM events
- Gain practical guidance on inclusive selection processes, avoiding bias and tokenism, and supporting speakers effectively
- Be introduced to the Presenter Inclusivity Guide and accessibility best practices, including live captioning in PowerPoint
Who should attend
This session is particularly relevant for:
- Event Chairs and Session Organizers
- STM planning committee members
- Programme designers and content leads
- Anyone involved in speaker selection or event delivery within STM
Code of Conduct
All participants are expected to follow the STM Events Code of Conduct, which promotes respectful, courteous, and inclusive participation. The Code of Conduct applies to all STM events and activities and will be briefly introduced at the start of the session.
Event Terms & Conditions
Cancellation
Where an event has registration fees, cancellations made in writing up to 30 days before an event are eligible for a 50% refund. No refunds can be made for cancellations received on or after 30 days prior to the event date, however, substitutions may be made free of charge at any time.
Insurance
Registration fees do not include insurance. Participants are advised to take out adequate personal insurance to cover travel, accommodation, cancellation and personal effects.
Privacy
For more information about the personal data processed by STM Services, please refer to our Privacy statement
Code of Conduct
For details on the professional and ethical standards upheld by STM members, please refer to our Code of Conduct
Event photography notice
Photos or short videos may be taken during STM in-person events to capture highlights and share them through STM’s reports, website, newsletters, or social media. This is done under STM’s legitimate interest in communicating about our activities and fostering community engagement, while respecting individuals’ privacy rights.
If you prefer not to appear in photos or videos, please let a member of staff or the photographer know during the event. For more information, see our Privacy Statement (https://stm-assoc.org/privacy-statement/)