Definition of Disability

For the purpose of this policy, we utilise an expansive definition of disability that encompasses a broad spectrum of needs, to embrace all those who identify as disabled, chronically ill, or requiring support or adaptations (whether temporarily, ongoing, or in flux) to navigate everyday experiences and events. This may include needs that do not fall under conventional definitions of ‘disability’, such as pregnancy.

Intention for Inclusion for those with Disability

We recognise, very importantly, that sometimes disability needs are in conflict with each other. We consider, in such cases, that each need be taken seriously, and every effort made to accommodate varied capacities. This ‘staying with the trouble’ is one of the most important steps in considering making an organisation, and events, accessible. A disability orientation or commitment from AWGSA, therefore, necessarily includes a minimum of two representatives and the concerted willingness of the Executive to attend to, consult, and consider the input and perspectives of these Representatives. At the same time, it is acknowledged that no representatives can encompass a comprehensive understanding of all support needs, even with membership input. In this, we are recognising that Disability Inclusion work is an ongoing, relational, caring process that is always contextual and contingent.

In committing to an intention, it is important to acknowledge that standard operating structures, systems and spaces – both virtual and physical – are not inherently accessible or supportive of a range of needs. Therefore, a Disability Inclusion intentionality must, by definition, be a reflexive practice for all members of the Executive, including Disability Representatives, in acknowledgement that the starting point of the social, institutional and organisational worlds is inherently – often invisibly – ableist.

We consider, therefore, that Disability Inclusion comes from within, and includes critique of virtual and social spaces, as part of ongoing denaturalising of normative ableism. We further consider it an inherently feminist practice of care to attend to these aspects of engagement within AWGSA, and the wider world.

We also acknowledge that responding to a range of needs benefits everybody, including other marginalised groups, and supports the broader feminist aims of considering contextualised care and needs, creating an expansive situation for many, and endorsing AWGSA’s aims and purposes as a feminist organisation.

Implications

Structuring AWGSA Events:

Conferences

Lead Time within AWGSA

The lead time for organising conferences with the involvement of Disability Representatives needs to be significant. This will allow for collecting accessibility needs and data, in order to provide for adapting to a range of participant needs. Conference registration might consider whether attendees would like to self-identify needs and/or whether a range of needs considered (and added to) will be coordinated by the Disability Representatives. Emerging needs can continue to be added to this policy document as a guiding baseline for inclusive practices on an ongoing basis. The need for lead-time applies to many issues, from travel to accommodation to timetabling and location of events. For this reason, Disability Representatives need to be included in conference organising from the outset, with access to a liaison on-site at the campus the conference will be held at, in order to coordinate initial investigations into the structure and resources of the site, as the particular needs of conference participants are explored, in concert with the AWGSA Disability Inclusion Policy document, and every effort made toward resolution.

We recommend that AWGSA Executive, conference organisers and Disability Representatives consider the following elements in the planning and organising of conferences:

1. Conference Location

The distance and pathways to recommended, discounted and other accommodation options, public transport and other transport should be considered for elements such as terrain, surfaces, physical obstacles, cost, safety and lighting.

2. Structure and Schedule of Conference

The structure and schedule of the conference should be organised in a way that allows ample time for attendees to comfortably move between sessions, with time to attend to necessary needs (bathroom, snacks, movement, medication, quiet), as well as sufficient time for meal breaks. We recommend 30 minutes between sessions and a minimum 1 hour lunch break. The timing and location of sessions for disabled presenters should be accommodated, particularly attending to when these are back-to-back with keynote presentations or panels.

Timely circulation of the conference program is required, in order that arising issues can be attended to and, wherever possible, resolved. Varied communication options would support diverse needs in these arrangements.

These considerations offer something for all of us, as we all need breaks and time for socialising and connection. As this is a feminist conference, we anticipate that the nature of the content will be distressing at times. Providing ample breaks for connection, reflection, rest and attending to needs will be beneficial to all attendees, regardless of disability status.

Consider offering alternatives to paper presentations, such as workshops or performances.

Consider offering sessions that are structured in non-normative ways. Attendees can then choose to attend these sessions if they feel they will be generative for them. For example, this might include:

• Lights-off sessions
• No PowerPoint sessions
• Floor-seated sessions
• Sessions that allow for movement
• AUSLAN-interpreted sessions
• Low volume sessions
• Outdoor sessions
• Sessions with snacks or over meals

Consider streamlining sessions (perhaps by theme) so that attendees can set themselves up in a single room for a longer duration, limiting unnecessary or excessive movement.

Consider implementing a daffodil or similar system (voluntary identification of those with invisible disability) which would indicate attendees with additional needs who wish to be considered or checked in on by organisers, moderators and Disability Representatives throughout the conference. Attendees may wish to wear this on some days and not others, relative to their needs or desire for visibility on a particular day.

Consider offering a carer or dependent registration option at a free or lower-cost.

Consider that attendees may require assistance animals, and include a section on the conference registration for attendees to note if they will be bringing an assistance animal with them.

Consider offering a catering-free registration option at a lower-cost for attendees with highly specific dietary requirements who will not be partaking in catering offered.

3. Building

When considering access, organisation might commence by asking the university or organisation (or its proxy within AWGSA) questions, such as:

• What is the terrain around the buildings?
• Is the building (and its rooms) wheelchair accessible?
• Are there elevators, stairs or escalators?
• Where are the bathrooms located and how far are they from rooms or buildings used?
• What (adapted) time frames are required due to distance between buildings/rooms?
• What kind of heating/aircon and lighting are in each room, and is this centrally-controlled, or alterable within each room?
• What seating or furniture is in each room?

Responses to these questions may be used to assist in designation of rooms for particular presenters/sessions needs.

4. Set-Up of Spaces

Consider the set-up of each space regarding the following elements:

• Noise – Is there external noise that will filter into the space? What audio equipment is in the space and will presenters be using it, i.e. microphones, video, audio, and how loud is it? Is there heating, air conditioning or fans that make noise?
• Light – Is there low light or high light, natural light or artificial light, lights that flicker or are consistent? Is the lighting adjustable?
• Screens – How many are there and how bright are they? Can this be adjusted?
• Temperature – What temperature adjustments are available, such as heating, air conditioning and fans, and are they adjustable from within the room?
• Seating options – Are a variety of seating options available including chairs, tables, floor, cushions, standing room or walls to lean on or sit against? Is there space for assistance animals?

Moderators should open the space inviting attendees to seat themselves as they desire and establish that movement, as well as attending to needs such as eating, drinking, stimming, taking medication, attending to assistance animals, carers or dependents is okay and encouraged in the space.

5. Meals and Food Availability

Consider the following in relation to food and meals at conferences.

• A range of foods that adhere to a variety of dietary requirements should be offered. This may include, but is not limited to: vegan, vegetarian, gluten free, halal, kosher, no onion/no garlic, low-FODMAP, alcohol-free, etc.
• Dietary requirements should be requested, strictly adhered to and generously offered. If they are requested and cannot be adhered to, attendees should be informed ASAP
• Meals provided by the conference should be set up with minimal queuing.
• Eating spaces should be set up with a variety of seating and standing options, as well as indoor and outdoor options
• Alternative food options should be considered and information provided to attendees. For example, what is the location of local convenience stores, supermarkets, cafes and restaurants, and what is their distance from the conference location? Are food delivery options available?

6. Social Spaces

These are a range of examples that may be relevant to consider and negotiate, but they are by no means exhaustive, as participants and location will determine varying needs specific to each conference.

A Quiet/Reflective Room should be provided at each conference, and be introduced during the orientation/announcements, as well as prior to attendance, in a timely conference program. This space would be established as a place to move, stretch, lie down and be silent and darkened.

We also recommend the consideration of a Processing Space, such as a craft room in which all participants are able to respond, in their preferred way, to the conference. This space might be considered an embodied processing room of creativity and reflection, which provides the capacity to reflect, and is furnished with writing, art, drawing materials, from which, ideally, participants can build a collective collage across the duration of the conference (e.g. by sharing outputs on a table or wall within). This also has the possibility to be part of outputs/Zine/history for the organisation.

A child-friendly space, which includes attention to the needs for feeding/changing etc. of young children, should also be provided.

7. Points of Contact – Disability Representatives and Volunteers

While Disability Representatives will ideally be points of contact for the conference, and introduced as such in the commencing/welcome session, volunteers at conferences would also need to be provided with a brief Inclusion document, and be aware this is part of their role, to assist with disability and inclusion tasks as needed on site. A specific volunteer for this task alone may also be considered. An orientation to campus that is disability-aware may also be considered, preferably in the opening remarks, and/or as an option for participants physically. It is advisable to note that disability can be invisible in the opening remarks. Pairing for the purposes of travelling to and from accommodation or events may also be provided as an option for those interested (irrespective of their needs).

Visibility

To increase the awareness and visibility of diversity among feminist scholars, we might consider:

• Membership data for visibilising disability, such as a survey, or options on the membership page
• Highlighting feminist researchers in and with disability on the AWGSA website or in the AWGSA newsletter
• Funding AUSLAN interpreters
• Discussing the politics of visibilising disability in the neoliberal academy/workplaces
• Intersections of disability with feminisms
• Regular disability section in newsletter
• Portion of website dedicated to disability
• Social Media promotions
• Seminars
• Keynotes by disabled researchers, with payment

One issue to consider here is the complexity of balancing disability-porn risk and political realities, which we acknowledge are fluid and contextual.

Online Events and Meetings and/or Hybrid Conferences

Greater comfort and inclusion for facilitators and attendees would be supported by an Disability Inclusion statement in online meetings or events. This could include a statement at the beginning of a session like the following:

This is an inclusive feminist space that explicitly resists ableist neoliberal norms. Please therefore do what you need to do to participate in this session/meeting. This might include cameras on or off, lying down/sitting down, eating, walking around, stimming, medicating, attending to assistance animals, carers or dependents, etc. This is an invitation to be in the space however you need to best attend and participate, knowing everyone is welcome.

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This document recognises that accessibility, flexibility and care improves the lives of all AWGSA members and participants as members, at conferences, and in online or in-person events. As feminists, there are many instances in events and topics that may raise issues for all of us, requiring care/ful and contextual practices. This is also an inherently political set of positions, as a necessary counter and resistance, which results in the tangible building of spaces and communities outside of and beyond white, neoliberal, colonial, masculine, heternormative and/or ableist conventions.

Written and prepared by:

Dr Josephine Browne – AWGSA Disability Representative (2023 – Present)

Dr Ebony Muller – AWGSA Transgender and Disability Representative (2025 – Present)