12. Hotels

• Send information about 2-3 hotels in different price categories close to public transport and the venue that participants can book themselves. Ask the hotels in advance about potential discounts and place requirements on accessibility and sustainability.
• Choose hotels that are environmentally certified (Swan, Green Key or similar).
• Choose hotels that offer accessible rooms and/or are universally designed. For example:
  • Alarm systems that can be seen and heard
  • Signs in Braille
  • Wide automatic doors (at least 80 cm)
  • Unscented cleaning and products
  • Rooms without carpets and with plenty of space
  • Larger beds
  • Bath or customisation of the bathroom for guests in wheelchairs.

• When booking accommodation for participants, ask for their full name, date of birth or ID number and other needs, e.g. restrictions on means of transport, accessibility considerations, extra seat or baggage, early or late arrival. Process personal data securely and delete it afterwards. This makes participants with special needs feel safe, and they do not have to worry or feel they are being difficult.