3. Protecting new joiners and considering loneliness and isolation

Please refer to section 4, considering pre-event information that may support neurodivergent audiences. 

Pre-event information can help manage anxiety and provide information about logistical questions that attendees might have in mind. If you have a number of speakers or streams, providing enough key information ahead of the event can help new joiners plan effectively. 

• Use clear signage with maps and itineraries including events and socialising opportunities, to allow independence around the venue.
• Encourage discussions between smaller groups of people by considering the layout of rooms where workshops are being held, for example, cabaret style. 
• When designing social spaces, consider how to make it easier for individuals to meet one or two people at a time. For example, by providing small tables with two or three seats or other seating arrangements. Providing designated areas for different groups of people with common interests can also help. 
• Consider allocating space for quiet zones for breaks from meeting new people and the hustle and bustle of a busy event; include wellbeing activities and wellbeing zones for anyone to use. 
• Pronoun badges can help individuals to feel comfortable with how they are addressed. Ensure that the font on these is legible. Magnetic badges can be a more comfortable alternative, or consider having this printed on lanyards, alongside names. 
• Communicate health and safety information including where and who to go to for support – make sure this support is easily identifiable. For example, trained Mental Health First Aiders usually wear green lanyards.

Below are some ways in which technology can improve the experience for attendees:

• Use social media groups prior to the conference to encourage attendees to find people with similar interests or to connect with people they already know. Be aware of the risks involved in this kind of networking and provide guidance around safe usage.
• Consider an event app, which can be used to help attendees plan ahead by providing all the event information in one place. However, this should be an opt-in opportunity to safeguard those who want to keep their details confidential. Whatever the size of the event, ensure that you’re legally compliant with data handling (GDPR), which includes the use of event apps. 
• Embrace digital methods that can help encourage strong attendee participation. Interactive polling apps, such as Slido, allow attendees to provide thoughts, feedback, and engage with the sessions. Consider whether allowing anonymous options could be right for your event to enable more people to be part of the session.
• Provide charging points for personal electronic devices as well as WiFi passwords so that individuals can access all relevant information. This can help minimise stress, for example, to check that trains are still running on time. 
• Provide areas where technology is discouraged so that attendees can switch off in wellbeing spaces.

• Organise structured social events such as themed clinical/ethical discussions, speed-meeting/networking opportunities or pub quiz type activities. Use an open invite and consider randomising and allocating groups if needed. These may include conversation starters as part of the activity to prompt interaction. Not all social events need to be large and loud. If it’s feasible and right for your audience, provide an option that is smaller, quieter or less pressured.
• Consider buddy programmes, for example, grouping first time attendees with at least two other people to help them navigate the conference and introduce them to others. 

Consider diverse representation across panels and hosts to reflect a broad spectrum of backgrounds, as well as job roles to promote inclusion.

• Include, where possible, a wide range of discussion topics and workshops to cater to your audience. For more challenging or sensitive session topics, consider how to make session content clear and signpost to support (See section 1 on the use of content and trigger warnings). 
• Provide inclusive language guidelines for all presenters and inform them of the potential diversity within the audience so that they can effectively tailor their language.

To make sure people feel confident getting to and from the event, you could do the following:

• Provide detailed information on safe travel routes to and from the conference, particularly to the train station, nearest taxi rank and bus station. Many venues will have videos of routes and photos of the venue. 
• Provide a list of accommodation, at a range of costs, within easy reach of the venues. 
• Provide contact details for local taxi companies.  

If different venues are being used for content delivery and social events, consider setting up regular shuttle buses between them at appropriate times.

• Create a code of conduct for everyone involved in the event, as well as training or a briefing for all staff and volunteers. This could include information on alcohol consumption management (see section 6 for further information on alcohol and wellbeing at events). 
• Consider mental health awareness training for staff members so that they can support individuals who may need support on the day. 
• Publicise safety information including where/who to go to for different types of support. 

For more information please also refer to section 5 on suicide prevention.

During and after the event ask attendees, including speakers and staff, on how to improve your event for future attendees.