How do you make sure your event is a safe environment for everyone?

* Points of attention that do not require much time/energy/money

  • When introducing a lecture/panel discussion/debate/...
    • Welcome people in an inclusive way (e.g., gender inclusive, and not "ladies and gentlemen"). Make it clear that you are pursuing an inclusive event.
    • Mention:
      • The content to be covered
      • Expected duration and scheduled breaks
      • What after the event: how and when will recordings, slides, evaluation forms,... be distributed?
    • Provide time for discussion and/or dialogue (if applicable).
    • Never force people to participate in an activity. If this should be necessary, state this clearly in advance communication and provide as much detail as possible.
    • Make sure all volunteers are aware of the measures you have taken to make the event as accessible as possible.
    • Don't let programs overrun; be strict about the end times of presentations.
    • Include trigger warnings in promotional materials and/or at the start of the event. This is helpful when sensitive things such as rape, racism, etc. will be discussed.
    • Try to provide awareness raising and prevention around transgressive behavior. Good first steps could be a message in a facebook event/on your instagram page, or posters at your event,....
    • Along with this, try to raise awareness about alcohol consumption - after all, excessive alcohol consumption causes more transgressive behavior. For example, be sure to provide free water, think about certain traditions, who is responsible. It is also always recommended that at least some people stay sober.
    • Provide a warning if you use flashing images/lights.

** Points of attention that are a bit more difficult

  • Make sure a confidant or point of contact is present, and that participants know who this is. However, also emphasize that anyone can respectfully intervene when something unpleasant, inappropriate or offensive happens.
    • This person will monitor that the event is done in a safe manner for all. He/she/they is the point of contact in case of any incidents, and mediates any conflict.
    • Ideally, this person has attended a training course so he/she/they knows what to do. This could be an Active Bystander Training, for example. UGent organizes these for students (through Trustpunt) or for staff (https://www.ugent.be/nl/univgent/missie/diversiteit-en-inclusie/voor-personeel/diversiteitstrainingen)
    • You can also distribute QR codes at your event that put participants in direct contact with the point of contact via WhatsApp.
    • You can also work out a longer-term plan: what if there are multiple complaints about 1 person? Who do you address, do you work with warnings, is a suspension one of the options,...? The flow chart of the DSA can be a very useful tool here: https://view.genial.ly/64a529db9e69e10018839846
      • Optionally, you can also provide a more permanent hotline (for example, by adding an option on your site or social media where people can forward a complaint (anonymously).
    • If the content of the event is difficult or upsetting, it may also be advisable to provide professional support. If this is not possible, it is important to inform participants which services at UGent they can turn to when they need them.
    • An important step in creating a safe space is to set up a set of agreements that you expect both participants and performers, speakers,... to abide by. Ideally, you should send these out in advance. (See below)).
    • Don't let the networking run its course too much during the reception, networking drinks, reception, ... but use, for example, a "matchmaker" to introduce people to each other. You can also make sure there is something in the room that can give rise to a conversation.
    • Provide opportunities to split into small groups to encourage participation (if applicable, but note that some people prefer not to participate; this should be an option).
    • If music is played during the event, make sure it is appropriate for the audience.
    • Check that at least 1 volunteer has a first aid certificate. If you are organizing a large event, a partnership with the Red Cross may be interesting.