Information for Attendees
Code of Conduct
DLF is committed to creating and supporting inclusive, diverse, and equitable communities of practice. Please review our DLF Code of Conduct prior to joining us at the Forum. On site, DLF staff will be identifiable by their name badges and white lanyards.
Name Badges and Pronouns
We encourage you to select your pronouns to appear on your conference badge when you register and create your user account on our conference management system. This is an entirely optional field, and we welcome everyone to make a selection if you would like!
For First-time attendees
We want our first-time attendees to feel comfortable! When you register, consider signing up for the DLF mentorship program. The DLF Community Committee will be planning a Newcomers’ Coffee Break – stay tuned for details on when and where that will take place.
A few other tips:
Most sessions at the Forum are open to anyone—working group meetings (aka DLF Working Sessions) included! Please feel free to join these whether you’re interested in joining group activities or just learning more about them.
There’s no strict dress code at the Forum, but attendees tend to gravitate towards business casual attire. See photos from previous years for a better idea! Additionally, meeting rooms can be chilly, so consider keeping a sweater or jacket on hand just in case.
Conference hashtags are a great way to keep up with what’s happening across events! We use #LearnatDLF, #DLFforum, and #digipres20, and every session has its own hashtag, which can be found before the title on the event schedule when it’s released. Have a question for attendees or a problem that needs staff attention? Use #DLFvillage (because it takes one).
We are completely aware of how hard conferencing can be, and want you to have a good experience. Know it’s ok to leave a session if it’s not what you were expecting, or to miss one entirely because you’re otherwise occupied or just need a break. There will be a designated Quiet Room onsite for anyone who wants to recharge or get some work done.
Every session has a shared notes doc if you want to catch up on something you missed (or contribute for others), and presenters will be encouraged to upload slides to DLF’s OSF repository. Links to the shared notes and the repository will be available closer to the 2020 event.
While we are still determining the details for 2020, we remain committed to offering quality, subsidized childcare services for our attendees. The details of our 2020 service will be available soon, but please feel free to contact us at firstname.lastname@example.org in the meantime.
Breastfeeding and Nursing Room
We will provide a nursing room on-site for those who prefer a quiet, private place to breastfeed their baby or pump. However, please feed your baby whenever and wherever you like. We strive to be a friendly environment for parents and babies.
We will be providing a more detailed floor plan with information on spaces such as the quiet room, all-gender restroom, and the nursing room in the coming months. You can review in advance the Renaissance Baltimore Harborplace Hotel’s meeting room floor plans.
We will be designating all gender restrooms at the conference hotel. More details will be available as it gets closer to the conference.
Again in 2020 there will be a designated quiet room (location TBA). The quiet room is intended to provide a quiet, calm space where conference attendees can spend time away from noise, lights, and other stimuli of conference spaces. The quiet room is not available for conversations or meetings.
Smoking and Smoke-Free Areas
The hotel is entirely smoke-free, and smoking is only allowed about 10 feet away from the building in designated areas only.
When you register, you will have the option to tell us whether or not you would like to be photographed. We ask our attendees to not photograph, video, or audio record anyone without their express permission. Attendees will have differentiated badge lanyards showing their preference for photography.
Black: Photographs are okay
Yellow: Please don’t take my photograph
We ask that all presenters review our Creating Accessible Presentations webinar and submit their presentations in our conference repository. We recommend that presenters submit their presentations before or during the conference for attendees to access them. We’ll share a link to the OSF repository in the coming months.
The venue has assisted listening devices available upon request up to one week prior to the event. These devices will work in any room with a microphone, including plenary and breakout room spaces. If you’d like to request a device, please let us know at email@example.com.
Microphones will be used for all speakers during the opening and closing plenary sessions as well as the breakout sessions. Attendees with questions will be requested to use a microphone so that their question is more easily heard at the keynote, and microphones may be passed around in breakout sessions. During the opening and closing plenary sessions, we will give attendees the option to submit questions anonymously online on our shared note-taking document. We will post the link for the shared note-taking document here as well as mention these details during Q&A.
Livestreaming and Recording
We will livestream the DLF Forum and NDSA’s Digital Preservation 2020 keynote presentations as well as provide recordings. Please check our site for more information as it gets closer to November!
The venue is fully wheelchair-accessible. When you register, please let us know if there are any mobility assistance needs you may have during the Forum, and we’ll be in contact to help address them as well as we can. If you have any questions, please email us at firstname.lastname@example.org.
If you require an ADA compliant or accessible hotel room and plan to stay the Renaissance Baltimore Harborplace Hotel, please let the hotel know directly during your room reservation process. This includes needs like an accessible restroom, a bathtub, a fragrance-free room, etc.
Fragrance at the Forum
All scent diffusers in public spaces at the Renaissance Baltimore Harborplace Hotel will be turned off for the duration of our events.
For the comfort and safety of those with chemical sensitivities, the DLF Forum is a fragrance-free event. Please refrain from wearing products such as perfumes/colognes, scented lotions, and clothing with strong detergent scents while attending. Thank you for your consideration for all members of our community!
Service animals are always permitted at the venue. Please indicate on your registration form if you anticipate bringing a service animal to the conference and we will follow up with more information.
Local Dining Options
The Community Committee will be providing restaurant recommendations. Check back in the summer for our Local Guide to Baltimore!
We strive to meet all dietary requirements. The conference will provide buffet lunches and breakfasts as well as hors d’oeuvres at the Monday reception. Dishes will be clearly labeled. Please let us know your dietary requirements when you register, and contact us at email@example.com for more detailed information.
With registration to the DLF Forum, we will provide one complimentary beverage ticket (included in your welcome packet) to be redeemed at the Monday night opening reception. We will offer creative non-alcoholic mocktails, soft drinks, and alcoholic beverages.
Baltimore is served by two airports:
- Baltimore/Washington International Thurgood Marshall Airport (BWI) is about 8 miles and a 20 minute drive to the conference hotel. The hotel does not provide shuttle services to this airport. The estimated taxi fee is $30 one way, or you can reserve a ride in advance on Super Shuttle for $17 one way.
- Martin State Airport is about 10 miles and a 30 minute drive to the conference hotel. The Hotel does not provide shuttle services to this airport. The estimated taxi fee is $40 one way.
Baltimore has a plethora of public transportation options to get you to your destination in Charm City:
- Check out Visit Baltimore’s Guide to Getting Around Baltimore
- Transit maps from the Maryland Transit Administration
If you’re looking to save on lodging/transportation costs for the Forum, we’ll share a spreadsheet to help match you up with other attendees.
Should an emergency or otherwise unexpected serious disruption occur, please phone emergency services at 911 immediately.
DLF staff (who will be clearly designated for the duration of the Forum with name badges and white lanyards) will be onsite to assist by contacting hotel/venue security or local law enforcement, providing escorts, or otherwise helping address the situation in the swiftest, most calm and organized way possible. You can also reach DLF staff at our 24-hour emergency/Code of Conduct number at (732) 737-7328. (That’s 732-RESPECT.)
With Thanks & Acknowledgement
In our efforts to make the 2020 DLF Forum welcoming and accessible, we’re inspired by our community and the initiatives of other conference communities. We are deeply grateful to those who have contributed to our DLF Forum Childcare Fund and we are honored to have spoken to so many conference organizers in sharing advice and information about subsidizing conference childcare.
We thank the members of our past planning committees for their invaluable input on this FAQ page as well as the many conference organizers who have shared their practices online and served as models for us.
Is Something Missing?
Please let us know if we have not included something you need, something that would improve your experience, or something that would make your attendance possible.