EPFL is a pioneer in inclusive conferences

Taking advantage of EPFL’s status as host of the 2024 conference, Joelyn de Lima and Siara Isaac, both pedagogical advisors at EPFL’s Teaching Support Center (CAPE), partnered with Natalie Wint, a researcher at University College London, and Inês Direito, a researcher at the University of Aveiro and University College London, to investigate the SEFI communities’ issues of diversity, equity and inclusion (DEI) at conferences. The four researchers are all members of the steering committee of SEFI’s DEI Special Interest Group.

The study was designed as a two-phase process, bracketing the first implementation of inclusion initiatives at the SEFI annual conference in 2024. In the first phase, the team identified the key barriers limiting access to the conference for participants from underrepresented groups, in order to develop targeted measures grounded in evidence and existing research. In the second phase, these measures were evaluated during the conference itself, using a dedicated survey to assess their effectiveness in real time.

"My wish is for everyone to think about the barriers in their own organisational context and to do something to address them. Starting by collecting data is useful and helps you see patterns that collectively create systemic barriers,” says Joelyn.

Invaluable institutional support

The first survey conducted in the year leading up to the event identified the following as key obstacles: registration and travel costs, caring duties, and managing schedules and travel times.

In response to these findings, the local organizing team, with the support of EPFL, which was already actively engaged in related efforts, notably through its Equality & Diversity Action Plan 2021–2024, established a free childcare service, designed a financial support program for early-career scientists and researchers from lower-income regions, and strengthened administrative support to facilitate visa applications.

The effectiveness of these measures relied largely on their timing. It was essential that they be made available well in advance, allowing researchers to make informed decisions about submitting abstracts, registering for the conference, and planning their travel and personal arrangements.

Institutional commitment played a key role in implementing the measures. Central services provided valuable expertise in event logistics and accessible infrastructure. Specialized units, such as EPFL Respect, generously contributed funding and practical guidance. In addition, the organizing committee was composed entirely of internal stakeholders, who advocated for the project within the international committee and, in turn, secured its support and financial commitment.

"The SEFI 2024 conference organized by EPFL was the first SEFI conference to place such a strong emphasis on inclusion and to adopt an evidence-based approach in this area. By setting a new benchmark in identifying barriers and implementing concrete initiatives, EPFL has helped to set a precedent that future SEFI and other conferences can draw inspiration from," says Joelyn.

Positive Reception and Enduring Impact

The second survey, conducted during the conference, served two key purposes. First, it gathered participants’ immediate impressions of the concrete measures implemented for the very first time at a SEFI conference. Second, it placed diversity, equity and inclusion considerations at the heart of the event.

The results show that respondents were overwhelmingly positive about the fourteen initiatives implemented and indicate a general perception of greater inclusion at this year’s conference compared with previous events.

The visible and widespread integration of inclusive initiatives, such as inclusivity ribbons for badges, structured networking programs for first-time attendees, practical training for allies, subtitled and live-streamed plenary sessions, special spaces for participants with specific needs, and the promotion of the second survey through flyers distributed across the conference, helped foster an atmosphere strongly defined by DEI values.

The starting point of a longitudinal study

The initiatives pioneered at the 2024 conference were endorsed by SEFI and carried over to the following year’s annual conference held in Tampere, Finland. The study that began in Lausanne was extended to include Tampere 2025 and will include the upcoming 2026 conference in Prague.

"There is no single solution that works for everyone, so involving many perspectives and partners is important for reducing barriers. Progressively, we can work to integrate inclusion into policies and procedures, so that it is fully embedded in each conference edition," says Joelyn.

A paper published in early January details the first part of this study and offers guidance on organizing more inclusive academic conferences.