6. Registration

• Send a save the date and mention the time as far in advance as possible. This lets people who do not have much flexibility in their everyday or working life plan around the event, e.g. those who have to travel far or have limited access to certain modes of transport, people with changing shift patterns, parents of young children or people with care responsibilities.
• Send a follow-up invitation providing greater detail, making it easier for people to plan ahead. For example:
  • Programme (describe the subject matter and the social programme)
  • Target audience
  • The accessibility of the event (describe the physical access, the accessibility of the rooms, food and drink and how you will deal with any needs notified in advance)
  • Efforts to make the event more sustainable and accessible
  • Processing of personal data.

• Use a registration form that invites participants to share information about specific needs in advance. This way, you always have the information you need to customise the event and make it accessible based on the participants’ specific needs. For example:
  • Name and contact details (and emergency contact if applicable)
  • Allergies and dietary considerations (optional food choices)
  • Need for interpreters
  • Need for assistance, assistive devices or for somebody to accompany them
  • Need for information in other formats, e.g. accessible pdf, other file types, larger fonts, hard copy or Braille.

• Consider what information you need from the participants to make the event good, safe and accessible. You can increase participants’ sensation of being included in the event by providing them with the opportunity to report specific personal needs and make it clear how you will accommodate this
  For example, if you have to book transport or accommodation for the participants, it is relevant to ask for the full name on their passport or ID card, preferred mode of transport, transport times and whether they need accessible, gender-appropriate or gender-neutral facilities at the accommodation.
• Contact the people who have notified you of their needs in advance. Informing them how you plan to take account of their specific needs will let them better plan for the event. If you are not sure how best to cater for their needs, it is never wrong to ask directly!
• Process personal data anonymously and securely. Personal data consists of ID-related information such as name, address, age and photographs. Think about how you will deal with parental consent if children under 18 are involved.