Creating a Diversity Scholarship Program for Your Conference

Eight years of running a design and development conference taught us a lot. While diversity scholarships were gaining traction, they weren't standard practice when we closed shop. Launching a new ARTIFACT conference, however, presented the perfect opportunity to implement one. Building on our existing inclusive practices, a diversity scholarship program felt essential. Yet, finding resources detailing the process of creating such a program proved surprisingly difficult. Most examples showcased finished programs, lacking the crucial planning stages. This hands-on approach demanded a deeper dive.

Tech conference organizers: Have you implemented diversity scholarships? Share your experiences! DM or @ me. Thanks!

Everyone else: RT to reach more organizers!

— Ari Stiles (@ari4nne) March 11, 2019

Twitter proved invaluable, connecting me with organizers who generously shared their insights and experiences. Coupled with analyzing numerous existing programs, this research laid the groundwork for our initiative.

A Note to Readers

This article assumes you recognize the importance of diversity in tech and seek strategies to foster a more inclusive conference audience. If you disagree with this premise, this article isn't for you. Conversely, if the scale of the problem feels overwhelming, remember you're not alone. This is a systemic issue demanding a multifaceted approach. Focus on what you can achieve, even with limited resources, and don't hesitate to seek assistance from fellow organizers.

Laying the Foundation

Building an inclusive conference begins before considering diversity scholarships. Factors like affordable and accessible locations, reasonable ticket prices, accessible venues (including provisions like live captioning), and a genuinely diverse speaker lineup form a strong base.

Thorough research is key. Tourist-friendly cities often offer reasonable travel and accommodation options. Tech hubs frequently boast modern conference venues. Finding a city that balances both can be challenging but significantly enhances accessibility.

Curating a diverse speaker lineup requires additional effort. While progress has been made, many tech conferences still lack representation. While numerous articles offer guidance, a key strategy is to prioritize conference content. This approach helps overcome biases towards familiar speakers, focusing instead on the value each speaker brings to the overall theme and audience engagement. While more demanding than simply selecting well-known speakers, this method yields a more focused and typically more diverse program.

Open dialogue among organizers about diversity is crucial. My experience at SXSWi highlighted the benefits of regular, open discussions as an integral part of the process. Like any skill, consistent engagement improves fluency.

Craft Conference's video on their diversity program offers valuable insights for internal discussions.

Defining Your "Why"

Diversity and equity scholarships have gained popularity for several reasons. The industry needs greater diversity, and diverse conferences offer increased leadership and presentation opportunities for underrepresented groups, leading to richer discussions. Estelle Weyl of #Perfmatters eloquently states this goal:

"We need attendees with different perspectives. Conferences where all attendees come from corporations with generous continuing education budgets aren't as interesting as when attendees represent different work and life experiences."

Self-reflection on your motivations is essential. Tenessa Gemelke of Confab emphasizes removing obstacles rather than simply checking boxes. Recruiting a few women or people of color shouldn't be seen as fulfilling a quota. The needs of scholarship recipients are the building blocks of a truly inclusive community.

Brainstorming your reasons helps define goals, identify target audience-specific challenges, and establish limitations. You might uncover secondary objectives, which is common.

Justin Reese of Code & Supply uses scholarships to showcase local talent, fostering a vibrant, diverse tech community. At ARTIFACT, we view diversity and inclusion as the future of technology, integrating our scholarship program as a core component of a forward-thinking conference.

Assessing Your Resources

Once your "why" is clear, determine your "what"—your available resources. Do you have existing resources requiring no sponsorship? Excess venue space might allow for free or discounted tickets, or adjust pricing to create a few subsidized slots. List what you can offer without external funding.

Consider offering:

• Travel assistance
• Accommodation assistance
• Meal stipends
• On-site childcare
• On-site nursing/feeding spaces

Some organizers even handle travel and hotel bookings, leveraging bulk discounts and extending the reach of scholarship funds.

For expanded offerings, consider sponsorships. Many sponsors actively support diversity initiatives. Prepare a concise document outlining your goals, target groups, and sponsor benefits to facilitate discussions and secure approval. Include your contact information.

Setting Goals

Establish an ideal number of scholarships, acknowledging that budget or space constraints may necessitate adjustments. A high initial goal can drive greater effort.

Organizers I interviewed offered scholarships ranging from 2% to 15% of total ticket sales, with higher percentages stemming from ambitious initial targets.

Implementation: A Step-by-Step Guide

Implementing a diversity scholarship program involves several steps:

Assign a Program Manager

While the entire team might contribute, a dedicated point person ensures continuity and manages communication. Passion for creating an inclusive community is paramount.

Establish a Timeline

Set application, review, and offer deadlines early. Organizers emphasized early deadlines to allow ample time for attendees to plan, considering time off requests, family arrangements, and international travel considerations. Early deadlines also prevent last-minute application reviews. Unclaimed funds can be allocated to local attendees closer to the event.

Prominent Program Visibility

Dedicate a webpage to the scholarship program and link it prominently on your website (main menu, footer, ticket sales page) and social media.

Clear Eligibility Criteria

Clearly define eligibility criteria, such as:

• People of color
• Indigenous persons
• People with disabilities
• LGBTQIA individuals
• Women
• Veterans and new graduates
• Full-time students
• Individuals from nonprofits/educational/government institutions with limited funds
• People 55
• Unemployed/underemployed individuals
• Those experiencing temporary financial hardship

Specify available aid types. Inform applicants that not all applications will be successful and that applications will be verified.

Efficient Application Process

Use an online form (Google Forms, Wufoo) to collect necessary information: name, contact information, eligibility reasons (consider listing qualifications on the form), requested aid type (list available aid types), and a brief statement explaining their attendance desire and need for aid. Structure the form for easy data sorting (spreadsheet).

Applicant Anonymity

Protect applicant anonymity by minimizing personal information requests, avoiding open interviews, and preventing sponsor meetings. Anonymize applications before committee review.

Application Verification

Verify applications proactively. Some eligibility reasons may require clarification. Address misunderstandings or omissions regarding qualifying criteria. Inform applicants promptly of refusals or requests for additional information.

Application Evaluation

Streamline the evaluation process. Assign committee members specific questions (e.g., clarity of need, aid amount, attendee impact on the conference, conference impact on the attendee) rated on a scale for easy scoring. Consider application submission date and prioritize local applicants.

Offer Processing

Make scholarship offers to selected applicants, specifying aid amounts and response deadlines. Maintain a waiting list for unclaimed scholarships. Inform unsuccessful applicants respectfully, offering potential alternatives (e.g., discounted tickets, invitations to after-hours events).

Feedback Mechanisms

Include email addresses or links to feedback forms on relevant pages (scholarship description, application form) and collect anonymous feedback from awardees and sponsors to improve future iterations.

Monitoring and Adaptation

Implement your plan, noting what works and what doesn't. Remain flexible, making adjustments as needed. Maintain open communication about changes. Prioritize listening to feedback from all stakeholders.

Post-Conference Follow-Up

After ARTIFACT 2019, a follow-up article will summarize results and feedback. I extend my gratitude to the organizers who contributed their insights: Tenessa Gemelke, Estelle Weyl, Justin Reese, Val Head, Dave Poole, Jenn Strater, Ádám Boros, and PJ Hagerty.

Additional Resources:

• Follow Ashe Dryden on Twitter for diversity and inclusion insights.
• Explore AIGA’s Diversity and Inclusion resources.
• Review Anita Singh's article on diversity and inclusion in hiring (applicable to conference diversity).

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