What should you pay attention to when choosing and preparing your event venue?

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

  • Is there a gender-inclusive restroom? A gender-inclusive restroom is accessible to all genders (and is therefore important for trans and non-binary individuals).
    • If this is not present, you can temporarily tape over the gendered toilet signs. (This can be done very easily by simply sticking a paper over them - be sure to remove it after your event).
  • Assistance dogs are allowed inside UGent buildings. If your event is being held at another location, it is best to find out in advance whether assistance dogs are also allowed inside.
  • If it is a standing event, it is best to still arrange some chairs for people with reduced mobility, older people, or pregnant people, for example.
    • For standing events, provide different heights of tables (e.g., low tables for people who use wheelchairs, high tables for those who want to stand).
  • When preparing your event, note:
    • (Signage)signs should be easy to read with common words and short sentences. Hang these at eye level.
    • Make sure cables, cords and other tripping hazards are taped down.

** Points of attention that are a bit more difficult

  • Pay attention to acoustics. Rooms with lots of echo can create barriers for the hearing impaired. Thin walls can create noise pollution.
  • Can you provide an odor-free environment, including in washrooms? Strong odors can cause headaches for highly sensitive individuals, for example.
    • Avoid areas with construction work, new carpeting, newly painted walls and recently used chemicals for odor sensitivity.
    • If you really want to provide as odor-free an environment as possible, you can ask participants in advance to refrain from using strong-smelling perfumes and soaps.
  • Is the lighting bright enough? This is important for both visually impaired and hearing impaired people (for lip reading and sign language). Is the lighting not too bright? (Blinking) fluorescent lights can cause headaches.
  • Is it possible to reach the venue by public transportation?
    • Is the route from the nearest bus/tram stop to the location wheelchair accessible?
  • An extra, quiet room is useful for different groups of people. It can be used for prayer, reflection, de-stimulation, pumping (check if there is a socket), ... At UGent there is currently 1 silence room (https://bit.ly/401la4g), but just an empty (class)room is already a first step.
  • Are there movable chairs and/or chairs without armrests for more flexible seating arrangements?
    • Can you rearrange/move chairs so wheelchair users can take seats at the table?
    • Is it possible to sit in a circle so that hearing-impaired people can see people's faces?
  • Are the seats wide enough for fatter people?