Actionable Guidance for Creating Inclusive, Equitable, and Just Scientific Meetings

Scientific meetings organized by professional organizations have been keystone activities of scientific culture and career advancement. They provide opportunities to share research results, promote discussion on current and emerging research and education needs, apprentice early career participants into the community, and foster professional partnerships. However, scientific meetings are not equally inviting or accessible for all scientists, particularly those from historically marginalized communities. Organizers of scientific meetings have historically not ensured diverse representation of speakers and those in leadership roles, or have not provided needed networking opportunities and professional learning to foster scientists from historically marginalized communities, who often do not have the visibility or networking opportunities needed for persistence and success in a scientific career. As a result, scientific meetings can be an isolating and stressful experience. People from historically excluded identities can encounter structural barriers, such as lack of childcare or safe bathroom spaces, and can experience harassment and bullying. Within professional societies, policies and procedures as well as unwritten norms, can perpetuate bias and exclusion. For instance, certain attire, hair styles, and speaking tone may be targeted as counter to historical norms of professionalism, which were established before BIPOC and women entered the STEM fields in larger numbers. But these challenges also present opportunities to change. Scientific meetings can instead serve as influential intervention points to advance an inclusive environment and climate for geoscientists from across institutions, career stages, and backgrounds. We present a few actionable strategies that professional societies and convening organizations can take before, during, and after scientific meetings to make them more equitable, accessible, and anti-racist. We offer guidance for scientific meeting policies, procedures, awards systems, and leadership opportunities to build structure for inclusion. We also share recommendations for how professional societies can support members to advocate for more equitable and anti-racist culture within scientific meetings and at their home institutions.