Conferences are important for career growth, expanding knowledge, and meeting likeminded artists, professionals, and industry organisations. When they are inaccessible, disabled artists and professionals are excluded from opportunities to build their career.
According to the Euan’s Guide Access Survey 2024, 62% of disabled people won’t go to a venue that hasn’t shared access information. No one should have to risk their health or wellbeing in pursuit of a career in music.
Conferences must make reasonable adjustments under The Equality Act (2010) so that you can attend. If you produce conferences or industry showcases, you have a legal and ethical responsibility to be an active ally to the disabled community.
Top tips for conferences looking to be more accessible
Access is intentional and should be integrated from the start of your planning.
It’s vital to book an accessible space for your conference. Booking a space with step-free access and a working accessible toilet ensures everyone can enter the space. You could consider venues on our Live Events Access Charter to hold your conference. Having a calm or sensory space is also useful for delegates with sensory access needs.
Sometimes venues have access routes to ensure disabled attendees can navigate spaces. You should ensure that folks can accessibly navigate your space with maps and clear signage. Online maps, audio-visual descriptions and site plans reduce waste at your conference and can be scanned via QR code. However, it’s important to note that sometimes these aren’t accessible for blind or partially sighted people. See our Access Starts Online guidance for more on sharing access information online.
You should also have the option for delegates to book a free PA/companion ticket. In addition, include a covid-safety protocol to ensure non-immunocompromised attendees don’t inadvertently harm others. Most importantly, at least one lead member of your team should complete Disability Equality and Customer Service Training so that you are more informed.
Invite disabled people to speak at, and attend, your conference.
It’s important that you actively engage with disabled industry members to emphasise that they are welcome at your conference. Ask for access requirements in advance so that you can make reasonable adjustments. Ensure that there is step-free access to the green room and that food and drink provided are suitable for different dietary requirements.
If you’re inviting disabled people to speak at your conference, make sure they are paid for their time and reimbursed for their expenses. Finance is a barrier to the music industry for many. According to the Musicians’ Census, there is an average pay gap of £4,400 between disabled and non-disabled musicians. Additionally, it’s possible that, by attending your event, there’ll be extra costs incurred for disabled people – for example, paying for a PA, driving rather than taking public transport, or staying at a hotel because of access requirements.
Top tips for musicians and professionals attending conferences
Check conference accessibility information.
Conferences often share accessibility information online. For example, WOMEX’s Accessibility Page includes information on each of the venues, FAQs and contact information.
If a conference hasn’t shared access information, or you have questions about access provisions, don’t be afraid to reach out! Most likely, there will be a contact email listed on the conference website. If you need reasonable adjustments to attend or speak at a conference, feel confident that you can ask for what you need.
There are ways to make networking easier/more accessible.
Networking can sometimes be overwhelming and inaccessible, but at a conference, it might seem like it’s the only option to promote yourself and your work. It’s important to know that you don’t have to be networking all the time. It’s okay to set boundaries and have time where you’re unavailable for in-person networking.
Sometimes conferences have programmed times or events specifically for networking. Having these designated times set aside for networking can be useful and you can spend time before and after preparing and resting. Meeting people at these sessions is also a great way to make industry friends. You’re likely to cross paths with these delegates again, meaning that it’s easier to get chatting to people outside of these sessions.
Also, networking doesn’t have to be ‘all on the day’! You can look through speaker announcements to see who you’d like to connect with and connect with them through LinkedIn before or after the conference. It’s worth taking a business card that includes who you are and your contact details for any follow ups afterwards.
If you’re a speaker at a conference, you should be paid!
Your time is valuable. It’s important that you’re fairly compensated for your time, whether you’re speaking at a conference to talk about your lived experience as a disabled person or something else. If you aren’t offered payment by the conference upfront, feel confident in asking for payment. You aren’t just speaking at the conference, or presenting on a panel – you’re preparing, travelling, you may be staying in a hotel. You may also be saying no to other paid work to take this opportunity. You should always feel comfortable asking for a fee to cover your time and saying no to any offers that you aren’t comfortable with.
“You should always feel confident asking about any fees or expenses that are available for participating in the conference. All of these events work in slightly different ways, but it’s up to you whether you wish to take part or not. You should never feel pressured into speaking at any conference where you will incur costs, or do not feel your access needs are being fully met – financially or otherwise.”
-Andrew Lansley, Commercial Services and Campaigns Consultant
You should also feel confident in asking for your expenses to be paid (for example, travel costs, food/drink, and accommodation). If you have a PA, you can also ask for their expenses to be paid.