Prepare to host a session at RightsCon with our tailored guides.
RightsCon Costa Rica, our first hybrid event, will be hosted in-person at the Costa Rica Convention Center, our venue located just outside central San José, and online on the RightsCon Summit Platform. The summit will officially launch on Monday, June 5, with the Opening Ceremony scheduled for 4:00 pm Costa Rica time (UTC-6), and will conclude on Thursday, June 8.
All session organizers, facilitators, and speakers must register for RightsCon Costa Rica to ensure entry to the venue and platform. Registration closes for in-person tickets on May 29, 2023 (or until capacity has been reached) and for online tickets on June 3, 2023.
The reason for registration is simple: we want to ensure that every person who enters our in-person and online event spaces understands the importance of creating a safe, secure summit environment and upholding our Code of Conduct.
You can apply the discount codes provided in our acceptance email to take 25%, 50%, 75%, or 100% off the price of a ticket, for both in-person and online ticket types. Please note these codes are non-transferable, limited use, and only intended for the organizers, speakers, and facilitators of your session.
Visit our attend page for more information about ticketing and registration.
Planning and preparation is an important step in the RightsCon journey. Here are a few tips to help you coordinate and run an effective session:
- Design with an outcome in mind. Think about what you want to achieve and what you need from participants to reach that outcome. For example, if you’re seeking feedback on a project, point out where you need input. If you’re introducing a coalition, explain the benefits for new members and how people can get involved.
- Coordinate proactively. As the summit approaches, work with your speakers and facilitators to address any questions or concerns that may arise. Send an outline of the session in advance. If possible, arrange a call to do a dry run and check that you’ve allocated a suitable amount of time for each segment of the session.
- Embrace the unknown. We ask speakers and facilitators to avoid prepared statements and come prepared for interaction and debate. Even lightning talks and tech demos – which require some scripting – should leave room for off-the-cuff remarks and audience questions.
- Review our checklist. Session organizers need to manage a number of deadlines and points of communication. Take the time to read the guide for your format and mode, and refer to the included checklist to stay on track.
If you plan to attend RightsCon in-person, refer to our attend page for the most up-to-date information and resources.
Follow the steps to check travel requirements, request visa support (if needed), confirm the venue and airport locations, book accommodation in one of our courtesy hotel blocks, see the shuttle service map, understand our approach to COVID-19 and accessibility, and review other important instructions to ensure a smooth arrival in Costa Rica.
Please note the deadline to submit a visa support request is April 7, 2023. For specific questions, requests, or concerns about your journey to Costa Rica, contact our team at [email protected].
If you plan to attend RightsCon online, all you need is an internet connection and a ticket. As online and hybrid sessions are hosted in Zoom by default, we recommend participants download and test the Zoom desktop client to the device you intend to use for the session. The Summit Platform – which hosts the official program agenda – will open to registered participants on May 22, 2023, two weeks out from the start of the event.
While organizers, facilitators, and speakers of online sessions are welcome – and encouraged! – to travel to San José and attend the summit in-person, please plan to use a hotel room or other quiet place outside of the venue to join the session, as the noise and activity level in the venue will not be conducive to an online experience.
Safety and Security
RightsCon is a community-oriented space, and registration is open to everyone. Creating a safe and positive experience for participants – whether in-person or online – remains our top priority.
For information about our approach to the COVID-19 pandemic and participant health and safety, please visit our attend page. At this time, we are following the guidelines set out by the Costa Rican government, which is fully open to tourists and does not mandate vaccines, testing, masks, social distancing, or other requirements for travelers or gatherings.
Our intention is to provide session organizers, speakers, and facilitators with the information and resources you need to make informed decisions about your participation at RightsCon. If you have concerns or considerations that may affect your summit experience, we want to hear from you.
- You can reach our team at [email protected] for all queries about RightsCon, including requests for PGP keys to send an encrypted message.
- If a member of your session intends to use a pseudonym or alternative ID, please contact our team at [email protected] to receive specific security tips.
If you need immediate support for a Code of Conduct issue, email [email protected].
We take seriously our responsibility to build a program and a summit space which reflect the diversity of experiences embodied by our community. RightsCon’s standards on diversity, equity, and inclusion aim to address dynamics of privilege and power that impede trust, openness, and collective action.
We expect session organizers to act with intention and invite people from different parts of the world, with diverse expertise and lived experiences, to contribute to and shape the conversation. The structure of a session should ensure that facilitators and speakers receive equal time and space to share perspectives. Under no circumstances should a facilitator tokenize or pressure a speaker or participant to speak on behalf of an entire community. To learn more about best practices for leading an inclusive and collaborative session, check our new blog (coming soon!) on power and facilitation.
As a reminder, Access Now upholds a no tolerance policy for men-only sessions (“manels”). We will also look critically at sessions that only feature perspectives from white people.
In April, our team will conduct a diversity audit of all sessions to check representation related to region and gender, as reported in the update form. Based on the results of the audit, we may reach out to organizers to offer feedback or recommend speakers or facilitators from our network. In rare cases, we may pull a session from the schedule if our standards on diversity, equity, and inclusion are not met.
We welcome feedback on ways RightsCon can improve and better serve our global community. You can send comments and ideas to our team at [email protected].
Access and Inclusion
On language: Organizers should plan to run your session in the language which is most comfortable for your facilitators and speakers. Unfortunately, due to technical constraints, only a select number of online formats – workshops, roundtables, and private meetings – can support real-time interpretation. Further instructions are available in the guides for these formats.
Organizers of in-person or hybrid sessions can hire an interpreter to provide whisper or consecutive translation. Translators are welcome to request a free ticket through our discount form.
On accessibility: We are taking steps to ensure the summit is accessible to as many participants as possible, whether in-person or online. You can find information about our accessibility efforts, in terms of both the interior and exterior of our venue in Costa Rica and the functionalities of our website and platform, on our attend page.
Session organizers can find accessibility tips and best practices for in-person, online, and hybrid environments in the guides. We will also publish a blog in April which outlines our approach to accessibility and participation in RightsCon.
On financial support: For members of civil society, applications for the Community Support Fund are open until March 31, 2023. The fund offers full or partial support to cover the costs of in-person or online participation, including but not limited to: internet use or data top ups, translation services, travel and accommodation, and more.
We encourage applicants to pursue other options in addition to the Community Support Fund, as we anticipate the demand for support will far exceed what we can provide as a nonprofit. Decisions will be communicated by April 11, 2023.
Frequently Asked Questions
How do I register for RightsCon Costa Rica?
You can visit our attend page for instructions about ticketing and registration. All participants, whether in-person or online, must register for RightsCon Costa Rica to ensure entry to the venue and platform.
Session organizers, speakers, and facilitators can apply the discount codes provided in our acceptance email to take 25%, 50%, 75%, or 100% off the price of a ticket, for both in-person and online ticket types. Please note these codes are non-transferable, limited use, and only intended for the members of your session.
How do I prepare for my journey to Costa Rica?
f you plan to attend RightsCon in-person, please refer to our attend page for the most up-to-date information and resources about travel, visa support, accommodations, venue location, transportation, and more.
If you plan to attend RightsCon online, all you need is an internet connection and a ticket to enter the Summit Platform. The platform – which hosts the official program agenda – will open to registered participants two weeks out from the start of the summit, on May 22, 2023.
How can I confirm my spot in the RightsCon program?
Please fill out and submit the update form in the Proposal Portal to confirm your spot and finalize the session description that will appear in the official program agenda. The form will close on Sunday, April 9, 2023 at 23:59 Pacific Time.
If you need to make critical changes to your session that are not reflected in the agenda, please contact us at [email protected] on or before May 26, 2023 and include your session ID number in the subject line. After that point, we will have limited capacity to update session information and ask for your patience as our team prepares to launch the summit.
Where can I find the answers I submitted in the proposal form?
To view or download your proposal form, enter the RightsCon Proposal Portal and select “Complete” under “My Applications” on the left-hand menu. Click “View” to see the form within the portal or “Print” to open the form as a PDF.
Can I request a change in format or mode?
Due to the unprecedented demand for space in the program, and the constraints and considerations of production of the event, our ability to shift the mode or format of a session, once accepted, is limited.
However, we understand that circumstances related to travel, health, or financial barriers may impact planning for in-person and hybrid sessions, in particular. If your plans change after the update form closes, reach out to us as soon as possible, and our team will work to accommodate the request and find a solution.
How much time is allocated for my session?
All session formats, except for lightning talks and tech demos, are scheduled for 60 minutes in the program. Talks and demos are scheduled for 15 minutes, which includes time for audience Q&A.
When will I find out the date and time of my session?
We will share the draft schedule with organizers in early May. If the date and time of your session presents an urgent conflict, please reach out to us at [email protected], and we will do our best to find a new slot.
Given the volume of sessions in the RightsCon Costa Rica program, the complexity in production, and the need to accommodate speakers and facilitators based in different time zones, we appreciate flexibility and understanding on the part of our session organizers as we build the program schedule.
When will I receive the assigned room for my in-person or hybrid session?
Organizers will receive room assignments in early May, at the same time that the draft schedule is circulated. In the meantime, you can take a virtual tour of the venue to explore the full space!
When will I receive the room link for my online or hybrid session?
In order to maintain the security of the Summit Platform, we will not share the link to your room until several hours before the session is scheduled to start. Please do not share the link with anyone except your facilitator and speakers; otherwise you may compromise the security of your session.
Organizers will receive a calendar hold for the date and time of your session in the week before the summit launches. You can then invite your facilitator and speakers to the hold, which will populate with the link close to the session time.
Does my session support interpretation or closed captions?
Unfortunately, due to technical constraints, only a select number of online formats – workshops, roundtables, and private meetings – can support real-time interpretation. Further instructions are available in the guides for these formats.
Organizers of in-person or hybrid sessions can hire an interpreter in order to provide whisper or consecutive translation. Translators are welcome to request a free ticket through our discount form.
Online dialogues streamed to the platform will include closed captions in English. Roundtables, workshops, and private meetings can enable closed captions in the languages supported on Zoom.
Will my session be recorded?
Hybrid and online dialogues can support the option to record, as can online lightning talks and tech demos. If you prefer to opt out of recording, you can note your permissions in the update form.
Only registered participants will be able to access and replay content on the Summit Platform. We will send organizers the video file and guidance to brand the session in August 2023.
What if a speaker or facilitator drops out at the last minute?
We advise all organizers to have in mind at least one person whom you can invite to the session on short notice, if a speaker or facilitator drops out. Our team is available to offer recommendations, but our capacity to support last-minute requests is limited as the summit approaches.
Please note that drop outs are never an excuse to violate our policy on “manels” or our standards on diversity, equity, and inclusion.