Recommend that the Board provide feedback on DEI revisions to the exhibitor guide and convenor guides, which were submitted to the Board in February 2025; and that the Board review the presentation/poster templates for meeting presentations.
Board Response: Board Response: The Board does not feel it is necessary to create an exhibitor requirement guide at this time but will continue to monitor feedback from exhibitors and attendees. Board feedback on the convenor guide was provided to the Council in November 2024; please send additional comments to the Board. The Board requests that the DEI Council review the existing poster/presentation guidelines and make specific recommendations.
Recommend that IAFP provide, in advance of future meetings, information on how dietary restrictions (sensitivities, intolerances, allergies, vegan, etc.) will be accommodated for all lunches and receptions.
Board Response: Board Response: IAFP will work with the New Orleans conference center to see what accommodations can be made through the caterers. Include additional IAFP 2026 budget funds for the rent or purchase of supplemental items for the Quiet Room, such as mats, lights, pillows, or bean bag chairs. IAFP will continue to provide a furnished (seating) Quiet Room. The Board recommends that the DEI Council work with local IAFP Members to acquire the supplemental items.
Recommend that IAFP consider offering hearing-assistive headphones to hearing-impaired attendees, so they are not reliant on microphones or speakers that do not position them closely enough to the mouth. In addition to time limits, add a Student Monitor deck card with the words, “speak up,” or “microphone closer.” Presenters should be reminded not to turn their faces away from the audience since people also rely on lip reading.
Board Response: Board Response: IAFP will provide “speak up” cards for sessions and add language to the Session Convenor Guide reminding convenors/moderators to monitor the volume and intervene when appropriate.
Recommend incorporating interactive activities within the Annual Meeting communal spaces, such as jigsaw puzzles, chess, Jenga, or Connect 4, to encourage interaction for introverted people.
Board Response: Board Response: The DEI Council is welcome to provide these items to be used if space allows.
Recommend renaming of the “Cheese and Wine Reception” or adding language to better describe the event. Ensure that attendees under 21 know the reception is open to them and that non-alcoholic beverages are also served. Ensure that the cheese menu includes vegan, non-dairy, and gluten-free options.
Board Response: Board Response: The Board will communicate, during the Opening Session, that the reception is open to attendees under 21, with non-alcoholic beverages available. The cheese is donated, and the menu will not change at this time.
