Example Materials

There are selected documents from throughout the conference planning process, focusing on external and public-facing content. Please note that these documents are examples and not meant to be comprehensive documentation of planning or of organiser decision-making. They have been re-formatted, with some contact info and defunct links removed.

Documents are numbered for ease of reference, and ordered (roughly) in line with the conference organising process, i.e. beginning with calls for content and ending with the final delegate manual distributed close to the event date.

1. Call for abstracts: This document invited research submissions for presentation at ITAKOM 2023, within four possible ‘streams’ of content that are described in the call itself. Abstracts were later reviewed, and could be accepted or rejected for conference presentation.
2. Call for stories: This document invited lived experience submissions (stories) for presentation as videos at ITAKOM 2023. People submitted a completed video story and short form online, with contact details and permissions.
3. Reviewer invitations: This document (originally an e-mail) invited a pre-identified list of contacts to participate in the process of reviewing submitted research abstracts (see #1), and details timelines and options for participation.
4. Speaker invitations and actions: This document (originally a series of e-mails) includes invitations to participate in ITAKOM as a speaker, and follow-up communications that detail necessary information and actions.
5. Fee information: This document details conference delegate categories and pricing, over time. Additional notes explain some of the reasoning behind the fee structure.
6. Speaker/presenter information form: Speakers and presenters were asked to submit biographical and presentation-related information by completing and returning an editable document. The information was used to create website content and for conference promotion.
7. Workshop planning guidance: A detailed and practical guidance document for workshop leads, addressing planning, advertising, and running an interactive workshop in the context of ITAKOM.
8. Event staff briefing: A 10-minute briefing for venue staff and volunteers (video transcript). Content focuses on understanding and supporting the diverse audience expected for the conference.
9. ITAKOM Language Guide: Document circulated to all presenters ahead of the conference, in order to inform them about preferred language options in the community and encourage carefully considered choices. Document gives info on its development. Also originally appeared in full within documents #10, 12.
10. Speaker and Chair Guide: Additional information distributed to people speaking and chairing sessions at ITAKOM, with specific guidance about responsibilities and timing for these roles. 
11. Conference delegate pre-event information: A summary document for all attendees on how to join the conference in person, or virtually. It gives everyone information on what to expect and how to travel to the venue and get started on day 1. Explicitly refers people to manual (#12) for details.
12. Conference delegate manual: The single most comprehensive source of information for in-person and virtual delegates. It was made available to all delegates in the days before the event and also to event staff and volunteers. Some content is new, especially the first section on guidelines for behaviour, but there is substantial overlap with documents #10, 11.

Download our Readme document that includes this list of examples.

All documents are PDFs. Our team has decided not to release editable versions of documents (i.e. Word documents), so please do not contact us to request this. Thank you.