How do you reach as many people as possible with your promotion?

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

  • Start promotion and invitations on time so that you have enough time to arrange accessibility requests (at least a month before your event).
    • Be sure to communicate again a week in advance.
  • Communicate all relevant measures you have taken to organize an inclusive event.
  • Provide contact information of organizers so participants can ask questions.

** Points of attention that are a bit more difficult

  • Include a clear address of the location, with a map and written directions.
  • Use multiple ways to advertise your event (e.g., social media, website, word of mouth, flyers, discord...).
    • If you often host events, announce upcoming activities at each event.
  • If you use electronic invitations, add a text-only invitation option.

Registration

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

  • Consider what personal information is essential to collect. For example, gender or age is often asked, but don't do this if it is not necessary.
    • Add an optional field for pronouns.
    • Add a field for dietary requests.
    • Add a field for requests around accessibility.
    • If legal names are required, add a field for a person's preferred name.
      • When printing name cards, use the preferred name and add pronouns, if participants wish. Optionally, you can also add communication preferences (e.g., for deaf participants).
    • Ask if there are other things to consider (ideally, you offer the option to pass this on anonymously).
  • Include contact information for organizers for those who have questions or comments.
  • If on-site identification is required, indicate this during registration. Make sure volunteers are aware that some IDs may not match registration information.

** Points of attention that are a bit more difficult

  • Offer multiple registration options (e.g., Eventbrite, by email and/or by phone).
  • In case of registration fees:
    • Consider using a sliding scale, a donation model, sponsorship options, or a free model for certain groups. Or see if an installment plan is possible.
    • If a participant needs an attendant, make sure that no charge is made for this attendant.