```{tags} Registration, People-with-Disabilities, Scholarships, People-with-Allergies, Catering,  Dietary-Restrictions, Giving-Participants-Room-To-Be-Who-They-Are, Code-of-Conduct, Unconscious-and-Implicit-Bias, Embracing-Diverse-Voices-and-Experiences, Stereotyping
```

(event_registration)=
# Event Registration

What to ask on your registration form (and what not to ask)

## Preparing to meet accessibility needs

- Outline any accessibility services you plan to provide on the registration form. Then:
- 🍎 Ask registrants if they have any additional accessibility needs, and if so, provide instructions on how to make the request.
  - "Do you need any special accommodations to help make your time at the conference comfortable and productive? (e.g. accessibility considerations). Please email [contact@myconference.com](mailto:contact@myconference.com) and include the details of your request."
- Provide any deadlines for requests (it can be difficult to arrange sign-language translation at the last minute, for example).

## Supporting Attendance through Grants

- Ask about any grant or scholarship opportunities, e.g. for childcare, scholarships for underrepresented folks
  - "Would you be interested in a grant to cover childcare or on-site childcare services? (yes/no) Which option would be most beneficial for you?"

## Dietary Restrictions

- 🍎 Some people have severe allergies or dietary restrictions that can affect their ability to attend the conference.
- Use an open text box to ask about dietary restrictions. (Forcing registrants to choose from a pre-defined list might miss important allergies or restrictions.)
  - "Do you have any dietary restrictions we should be aware of? (e.g. allergies)"

## Photo Policy

- 🍎 If you will have a photographer at your event, include information for attendees explaining that they may be photographed and how to opt out.
  - (see lanyard/photography explanation under [Inclusive Practices](11_inclusive_practices_during_checkin.md))


**Further reading:**

- [Geek Feminism Photography](http://geekfeminism.wikia.com/wiki/Photography)

## Code of Conduct

- 🍎 Show the text of the Code of Conduct and a required check-box that the registrant has read it and agrees to abide by it.

## T-Shirts

If you plan to offer t-shirts, consider offering more than one cut/fit of shirt.
- Provide shirt sizing information with the registration form where you ask for shirt size. (Provide a wide range of sizes, including plus-size.)
- Describe the cut in gender-neutral terms (e.g. "fitted" vs. "straight-cut") with photo examples, rather than using gender-loaded terms ("men's," "women's," "unisex").

**Further reading:**

- [Geek Feminism T-Shirts](http://geekfeminism.wikia.com/wiki/T-shirts)
- [Unisex Swag Shirts Are Harming Your Community](http://cczona.com/unisex-swag-shirts-are-harming-your-community/)

## Demographic Info

- **Why do you need it?**
  - We recommend you do not ask for information just "out of curiosity" but rather that there are **planned actions you will take depending on the results** of your demographic question(s).
  - If you are asking just for the purpose of "counting" or ascertaining the diversity of your conference, we suggest doing this in the form of an anonymous post-survey instead, to protect participant privacy.
- If you absolutely must include demographic info in your registration form, **make it optional, not required**. Forcing people to identify themselves by demographic category is not an inclusive practice and may prompt [stereotype threat](https://en.wikipedia.org/wiki/Stereotype_threat).
- ✅ If you do collect demographic info, be thoughtful about the structure of the questions so that they are inclusive and don't contribute to alienating or "othering" marginalized people.
  - Not having an answer choice that matches your identity can be a very alienating experience.
- ✅ Take anonymity and data security seriously. Have a plan for limiting access to this information and keeping it secure.
- Suggested format for demographic question:
  - "Do you self-identify as an underrepresented minority in either the [conference] community or in your professional field?"
    - "Along which dimension(s) you self-identify as underrepresented? Check all that apply:"
         - Gender identity
         - Ethnicity, nationality, skin color, race
         - Sexual orientation
         - Socioeconomic status
         - Religion
         - Age
         - Ability
         - Do not wish to provide
         - Other (please specify)
         
**Further reading:**

- [Guiding principles for handling gender on forms](http://43epnd.axshare.com/gender.html)
- [A Word on Monitoring](https://www.cheryl-morgan.com/?p=24245)
- [Respectful Collection of Demographic Data](https://medium.com/@anna.sarai.rosenberg/respectful-collection-of-demographic-data-56de9fcb80e2)
- [Open Demographics](https://github.com/drnikki/open-demographics/tree/master/docs/_sources/questions)