Table 2. Summary of the major recommendations in the five areas addressed by the Inclusive Conference Working Group, based on a survey of the ASPB, BSA, IS-MPMI, MGC and NAASC.

Recommendations in place before 2023 are indicated by an open circle (one per conference), and those implemented in 2023 or later by a filled circle. See Supplementary files 1 and 2 for more information.

1. Community agreement	4. Conference accessibility	5. Inclusive speaker selection and equitable programming
Create and share an aspirational community conference agreement ○○●	Provide low-cost options for accommodation and registration ○○○○	Make a commitment
Should be a collective vision of our values ○●	Have a point person who reports on barriers and arranges accommodations ●	Commit to inviting a diverse group of speakers; set measurable goals ○○○●
Set expectations for conduct ○○○○	Website, presentations, and signage should be accessible ●●●	Commit to transparency: share these goals with speakers and participants ○●
Define measures for accountability ○○○	Ask participants about their accommodation needs in advance ○○○●	Form a diverse organizing committee
	Be welcoming to parents and children ○○○●●	Emphasize commitment to diversity ○○○●
2. Reporting structure	Provide lactation room, childcare, and family-friendly spaces ○○●	Recognize the organizing committee ○○●
Provide bystander intervention training ●●●●●	Indicate allergens on food, and provide vegan and vegetarian options ○○○●	Assess equity goals
Provide easy, confidential access to a reporting system ○○●●	Provide quiet, fragrant-free spaces ●●	Measure, track, and share progress ○●
Provide an independent ombud onsite ●●●●●	Offer social events that don’t include alcohol ○●	Survey the participants’ experiences: do they feel respected, valued, and safe? ○●
Have a clear system for dealing with transgressions ○○○●	Check and consistently use correct speaker pronouns ●	Broaden the scope of the meeting to provide space for all voices
Conduct post-conference surveys ○○○○	Use diacritical markers (like accents and tildes) appropriately ○	Don’t have inclusion events run solely by people with historically excluded identities ○●●●
	Ask about and use correct name pronunciation ○●	Treat speakers as scientists first ○○●●
3. Transparent site selection		Create an equitable schedule
Provide guidance and transparency for site selection ○●		Be mindful of religious and cultural calendars, weekends ○○●●
Costs: facilities rental, lodging, transportation ○○○○		Plan for people to have breaks ○●●
Accessibility: are the facilities ADA-compliant and able to provide additional accommodations if needed? ○○○○●		Avoid scheduling conflicts, especially with those promoting a culture of inclusion ○
Safety: availability of reproductive services ●●		When possible, include hybrid options ○●●
Safety: are the streets safe to walk in after dark? ○○○●		Provide necessary accommodations to speakers
Safety: provide information about local LGBTQ +organizations ○●●●		Physical access to stage, hearing loops, sign language interpreters ●
Consider convenience: are food options available nearby? ○○○●		Gender neutral bathrooms at the venue ○●