In addition to the provision covered in ‘Authors - All Formats’, this section outlines access provision specifically relevant to online and hybrid events. There are many positives to online and hybrid event provision and disabled authors will continue to need this well beyond the pandemic; don’t leave them behind. Non-disabled authors will also need online and hybrid event provision (for various reasons, including geography, finances, childcare and so on). As always, good access provision helps everyone.

Online Events

  1. Choice

    Authors may be comfortable having events livestreamed if it’s not going to be available afterwards or will only be available for a short period, so give them options, such as watching back and giving timestamps for anything they want removed before the event is archived online (all video content should have accurate captions). If they don’t want a video recording of the event, they may be happy with a podcast format instead (which should always come with a transcript).

    The important thing is to consult with authors well in advance (at the contracting stage) about whether they are comfortable with having their event available online, and don’t ask for reasons.

    Reference: Helen Sedgwick, Jamie Hale

  2. Platforms

    Different online platforms have various pros and cons in terms of accessibility. Deaf consultants we spoke with had different preferences – some prefer Zoom for the ability to pin BSL interpreters and others prefer GoogleMeet which gives more control over captions (in Zoom, it’s the host who enables captions). Enable captions at the beginning of all events and meetings as standard practice would remove this barrier, though we still advise using a live captioner.

    Be flexible with which platform you use. Find out the disabled author’s preference and if access needs clash, you may need to reach a compromise.

    If the preference isn’t possible, find out what you need to do to make it as accessible to them as you can. It’s worth noting that you can use multiple platforms at once with software like XSplit.

    Reference: Bea Webster, Meg Strahle, Jamie Hale

  3. Format and cameras

    Event format and whether cameras are on or off can be an instance where access needs clash. Some people may need to have their cameras off (and they shouldn’t have to justify this), but this can be difficult for those who need to lipread. Someone who has their camera on, such as the Chair, may be able to repeat the comment/question, however, this repetition could make the event longer or allow less time for further discussion. This is a case where participants will need to discuss the format in advance and work out a way forward that suits.

    If you have any experience of dealing with such instances of clashing access needs, please get in touch, as we can include it in an updated version of the guide.

    Reference: Maud Rowell, Jamie Hale, Elspeth Wilson, Khairani Barokka

  4. BSL Interpreters

    During the tech check (see below), explain how BSL interpreters' profiles can best be highlighted, such as 'pinning' them in Zoom. If using break-out rooms, you will likely need to book more than two interpreters so that deaf people still have access. Always check these details with the author(s) and interpreter(s).

    Reference: Sandra Allan, Bea Webster

  5. Live Captioners

    Delays in captions appearing can be even greater online, so remind guests not to speak too quickly or over each other.

    Discourage typing in the chatbox while someone is speaking or signing, as this can be distracting or missed by those following captions. Allow focused moments for chatbox-related commentary to be experienced by everyone.

    Alternatively, set Zoom up so all chat goes to the host, who can then repeat it at the right moment; this allows people who are not comfortable speaking verbally to contribute while also managing the flow of contributions

    Reference: Sandra Allan, Jamie Hale

  6. Tech Check-In

    Have a tech run-through of the event, ideally 1–2 weeks in advance, and make sure authors know how to use programmes for workshops and webinars. Ensure people know how to pin BSL interpreters and ensure closed captions are working. Pay authors for their time doing the tech check-in.

    Reference: Sandra Alland, Elspeth Wilson

  7. Tech Support

    Have tech support on-hand during the event and inform authors the kind of support they can expect and how to access it if they need it during the event.

  8. Debrief/Networking

    It can be quite abrupt for online participants when events just end. Check in advance if participants would like a few minutes afterwards for a debrief and networking. Make sure to book extra time with BSL interpreters and captioners, otherwise deaf and neurodivergent writers won't be enabled to participate.

    Reference: Penny Batchelor, Sandra Alland

Hybrid Events

(in-person and online)

“We’ve recently learned, blessedly and incontrovertibly, just how exclusionary in-person events are, whether for logistical, financial, or other reasons. The pandemic-led switch to online events opened the publishing world to me almost beyond recognition, and it will both break my heart and harm my career if that progress is reversed.”
— Lorraine Wilson

Beyond the pandemic, there will still be many disabled authors and audience members who can’t attend events in person (as well as many non-disabled people). Hybrid events for both authors and audience are essential, a core part of what makes events accessible, otherwise many authors and audience members will be excluded, and the industry will be poorer as a result. However, it’s important to note that online and hybrid are not an excuse to not have good in-person access in place. Some authors who can attend in person don't want to do events that aren't hybrid out of solidarity with fellow authors and audience members who need this access, which is an important and valuable position to take.

Many of the above checklist points which related to online provision are also relevant to hybrid, and below are some additional things to consider. This section is primarily about supporting authors doing hybrid events; there’s further information on hybrid provision in the “Audience” section.

CRIPtic Arts and Spread the Word have put together a fantastic guide for putting on hybrid events, called “Being Hybrid - A Cheap and Easy Guide to Hybrid Events for the Literature Sector”.

  1. Chair

    If some authors are there in person and some joining online, ensure the Chair includes both the in-person panel members and the online participants equally.

  2. Staff

    It’s best to have more than one member of staff responsible for both the in-person and online event provision; effective delivery means both in-person panel members and online participants feel equally supported.

  3. Debrief/Networking

    If some participants appeared online and others in-person, the debrief could be arranged for a later date when everyone can be together.

    Reference: Penny Batchelor

“I think there’s a real risk that events will say ‘we don’t have wheelchair access, but it’s available as hybrid. We haven’t got captions or interpreters, but if you attend on Zoom, we’ve got automatic captions’. This excludes deaf and disabled people from the in-person experience of events, reducing access, rather than improving it.”
— Jamie Hale