Planning and organizing events for "everyone"

Think about the objective of your event. This could be, for example

• Raise awareness
• Inform
• Discuss
• Participate
• Professional development
• Celebrate
• Entertaining
• Meeting each other
• Et cetera

Make sure that the program corresponds to the objective of the event. Think about diversity and make contact with possible cooperation partners when designing the program.

If a specific target group is to be invited, please remember that target groups are also diverse in themselves!
When planning your event, think about people...

• ...with different educational backgrounds
• ...with disabilities
• ...with learning difficulties
• ...with German as a foreign language
• ...of different religious orientations
• ...from different cultural backgrounds
• ...with special needs
• ...from different social backgrounds
• ...in specific life situations or with specific concerns
• ...of different age groups
• ...of different gender identities or sexual orientation

The more specifically the target group can be defined, the more precisely the needs of these groups can be addressed.
can be addressed. If the event is intended to appeal to "all" citizens, "all" needs should also be taken into account in the planning.

The following should be clarified:

• should the event be offered in several languages?
• should the event be offered in understandable or simple language?
• Should sign language interpreting be offered at the same time or only on request?
  on request?
• Should childcare be offered?
• Should gender-specific or all genders be explicitly addressed?
  You can find corresponding formulation suggestions under the following links, for example:
  Brochure of the City of Nuremberg
  Brochure of the Friedrich-Alexander-University
  Brochure of the City of Freiburg

Think about which cooperation partners would be useful for your event.

• Representatives of the target group. Remember not to talk about the target group, but with the target group.
• The event may need to be registered or approved.
  Especially if it does not take place in fixed event rooms.
  Information on this can be found at the Citizens' Office, Department of Public Safety and Order
• Which cooperation partners are to be included in the concept and which at a later stage?
  to be involved at a later date?
• Do we need sponsors and how should they be involved?
• Possibly words of welcome from people outside the preparatory circle
• Et cetera

The right date and time for your event are important to enable many people to attend. Therefore, please pay attention to the following points:

• Check for clashes with other events on or around this day
  (Holidays, Bergkirchweih, Comics Salon, Poets' Festival, Schlossgartenfest, Football World Cup, non-Christian holidays and fasting periods, etc.).
  You can use the calendar of events of the city of Erlangen for this purpose.
• Time of day
• Time of year
• Weather-dependent or independent
• Date reference to event or cycle of event series
• Scheduling with relevant participants in the event (e.g. mayor,
  speakers, et cetera)

• Think about who will bear the costs of the event and whether you can look for sponsors for specific topics or events
• If you charge admission to your event, think about discounts for students, senior citizens and people with disabilities, for example. You can also grant a discount to holders of the ErlangenPass. This gives people on low incomes discounts at various cultural and leisure facilities in Erlangen.

• Observe the approval process if necessary
  ("Approval of public relations/invitation with speakers and moderators")
• If necessary, observe safety regulations (personal protection, security, medical service, etc.)
• Foreign language interpreters if necessary
• Current regulations and safety concepts for hygiene and the prevention of
  of infections. Current guidelines can be found here.
• Diversity aspects: Gender diversity, requirements due to religious affiliation,
  Select presenters based on diversity aspects (migration, gender, disability...),
  think about the diversity of speakers, select speakers who are atypical for the topic or
  speakers who are affected by the topic, explicitly invite women to panels or similar,
  as they rarely get the opportunity to speak in public

Sometimes a registration process makes planning easier, sometimes it can be dispensed with. Some events are better suited to an open character, for others you want or need to know in advance exactly how many people are coming and who has registered!

• Connection between inclusive measures and registration procedure: either inclusive measures are generally made available or only after prior registration.
• If inclusive measures are generally available, this should also be communicated in the public relations work.
• If prior registration is required, the registration deadline could be determined by the cancellation conditions of the providers/inclusive measures (e.g. sign language interpreters, mobile accessible toilet).
• Make it possible for people with disabilities to register themselves and, if applicable, their accompanying person without having to consult you in advance (e.g. ticket booking). Special requirements (sign language interpreting or similar) can be clarified in a second step.
• Name a specific contact person for any queries. Remember that the registration process should also be barrier-free.
• Communicate clearly by when and where registration must be completed.
• If you offer catering, also use the registration form to ask about dietary requirements. For example: vegetarian, vegan, without pork, et cetera.

List inclusive measures if they are available anyway, even without registering the need. For example:

Suggestion 1:
The event takes place in barrier-free premises and is interpreted into sign language. Reception equipment for a mobile FM system can be borrowed from the counter.
If you have additional special support needs due to a disability, please let us know by XX.XX.XXXX.
Name of contact person
E-mail address contact person or/and
Postal address Contact person or/and
Telephone number Contact person or/and
Fax number Contact person.

Suggestion 2 (If additional needs are only to be considered after registration):
If you have special support needs due to a disability, please let us know by XX.XX.XXXX.
Name of contact person
E-mail address contact person or/and
Postal address Contact person or/and
Telephone number Contact person or/and
Fax number Contact person.

Suggestion 3 (If additional requirements are only to be considered after registration):
If you have any questions about the accessibility of the event, please contact:
Name of contact person
E-mail address Contact person or/and
Postal address Contact person or/and
Telephone number Contact person or/and
Fax number Contact person.

Of course, other measures can also be listed in the invitation or additional requirements can be requested:

• Childcare
• Interpreting
• Et cetera

• If necessary, pay attention to certain specifications regarding the appearance and design of the organizing organization
• Use matt-coated paper instead of reflective or glossy paper
• Simple fold
• High-contrast colors
• Also pay attention to the issue of color fading:
  Avoid red-green contrasts where possible
• Font: Easy-to-read font size and font that is easy to read
• Language: Simple, understandable, gender-sensitive language, multilingual headings if necessary.
• Directions: Comprehensible directions for public transport, car. If necessary, directions
  from the bus stop to the venue. You can find an overview of the online timetable of the Greater Nuremberg Transport Association here

• Print
  Flyer at known distribution points
  Postal mailing
  Billposting: You can contact the following providers for billposting in Erlangen: Erlangen Plakate and Ströer.
  et cetera
• Web
  Is the event easy to find?
  Is there a "simple" link to the event?
  Social media?
  Calendar of events of the city of Erlangen
• PDF
  Is the PDF accessible? Compare the information under: Checklist for accessible PDFs
• Word-of-mouth propaganda: You can address intermediaries to the target groups in order to
  Passing on the information to associations, working groups and institutions, for example
• radio
• TV

An event venue is barrier-free if access to the following locations is guaranteed:

• to the (workshop) rooms.
• to the disabled toilet. Please bear in mind that, above a certain event size, a disabled toilet may not be sufficient.
• to the stage/platform/podium.
• through adequate signage or additional pictograms

However, remember that accessibility should not only be provided in terms of space, but that an induction system or sign language interpreters, for example, are also necessary for an accessible event. You can use Hürdenlos or Wheelmap to find out about the accessibility of various locations and buildings.

You can book public spaces in Erlangen via the Office for District Work.

This always depends on the venue and size of the event (tables, chairs, screens, bistro tables, etc.). Please ensure that the lectern or microphones are accessible to all speakers. For example, by using a height-adjustable lectern.

• Think about height-adjustable bistro tables or tables with seating.
• Sufficient waste garbage cans
• Provide sufficient seating (if necessary, not only during meals)
• Keep seats available for wheelchair users, not just in the front or back rows.
  At tables with chairs, also leave chairs free for wheelchair users in between.
  Alternatively, you can also remove chairs on the spot, depending on where you want to sit.
  In this way, you allow wheelchair users to choose their seats freely (provided that all other
  visitors have the same)
• Ensure that there are sufficiently wide passages between chairs and tables so that
  wheelchair users can pass through.
• Reserve seats for the sign language interpreters that are positioned in front of the audience.
  are positioned in front of the audience.
• If no permanently installed induction system is available (contact the person responsible for the
  responsible for the venue), a mobile induction system can be borrowed from the Office for Equal Opportunities and Diversity/International Relations.

• Take account of needs: e.g. no pork, vegetarian/vegan. If necessary, ask during the registration process.
• If necessary, provide a member of staff to assist people with disabilities at the buffet.
• Bear in mind that people with disabilities may attend with an assistant, which will increase the number of visitors.

• Appropriate catering (regional, seasonal, sustainable, healthy)
• Selection of drinks (regional, alcoholic, non-alcoholic, coffee-free for young people)
• Snacks (fruit, vegetables, sweets)
• Flying service (form of service in which staff move freely around the event room with trays of food) Make sure you have trained staff here to be prepared for any queries)
• Buffet (check in advance: intolerances, vegetarian, vegan, etc.)
• Multi-course menu
  (query in advance: intolerances, vegetarian, vegan, et cetera)
• Provide straws (no plastic) with regard to accessibility
• Label the food and, if applicable, the ingredients (important for allergy sufferers)
• Coordinate with the catering company by when the final number of participants
  must be reported.

Ensure that you can easily find what you are looking for on site:

• Rooms
• Toilets
• escape routes
• Exit
• Info point
• Issue of induction system
• Registration
• Workshop rooms
• If necessary, check the possibility of a personal reception or an info point at the reception desk.
  reception. Many questions can already be clarified here through "active greetings".

Clear signs, arrows and pictograms can be used to make rooms easier to find.
If necessary, offer assistance (e.g. for blind or partially sighted people or people with cognitive impairments).

Identify contact persons for inclusive needs before the start of the event and communicate these clearly on site.

Thereshould always be direct access to a disabled toilet.
At events in public spaces (squares, etc.), sometimes none are available or not in the immediate vicinity. In this case, a mobile accessible toilet may be able to help. Most providers of mobile toilets also rent out accessible toilets. The exact requirements should be clarified with the relevant provider.

Written interpreters:
Written interpreters are a good support for hearing-impaired people.
Regionalverband Bayern
Placement of written interpreters
It is best to enquire about the requirements of the written interpreters (best placement, required equipment, etc.) in person when booking.
Please note that a second screen must always be provided for written interpreting. This is not always structurally possible. Direct contact and an individual solution are recommended even if this is required. A mobile induction system or written event documentation may also be sufficient here.

Mobile ramps, lifts and other barriers
If the venue is not barrier-free, you can consider whether this can be achieved with small measures such as a mobile ramp.
However, remember that the issue of barrier-free toilets should also be considered! This is usually a little more complicated. In this respect, a locally barrier-free venue is relevant. If stages and platforms need to be made accessible for wheelchair users, mobile lifts can be rented for this purpose. Here, too, it is important to contact the service provider as early as possible. Information on this can be found at inklusion@stadt.erlangen.de. If necessary, a step aid should be provided in the toilets for people of small stature.

Accompanying persons
Accompanying persons or assistants support people with certain disabilities in their everyday lives. In such cases, the B mark appears on the severely disabled person's pass. As a rule, these accompanying persons then have free or discounted admission. When planning the event, it is of course necessary to take into account a higher number of visitors for seating and catering, for example.

Assistance dogs
Some people need an assistance dog for very different reasons. Assistance dogs are therefore not always so-called guide dogs! For example, there are also deaf dogs, medical signal dogs and service dogs. As a rule, these dogs are not only excellently trained, but are also regarded as aids for the person with a disability in question. This means that assistance dogs can always be taken along to events.

• Mobile induction systems (also known as FM systems) are small, portable sound transmission systems for people with hearing loss.
• If you do not have an induction system or if you are working in small groups, it may be advisable to offer a mobile FM system for people with hearing loss. This must then be reserved in advance by you, i.e. the organizer, and collected from the rental company.
• You can find a rental system at theOffice for Equal Opportunities and Diversity/Inclusion.

Bookings should be made as early as possible! Two interpreters are required for events lasting 45 minutes or longer.
Bookings can be made via the Interpreter Placement Office for Middle Franconia (contact address: dolmetschervermittlung@bv-mittelfranken.de)

Further information and a list of sign language interpreters can be found in the GIB Infothek

If you offer sign language interpreting, make this known! Write it on invitations and flyers.
It is important to clarify whether interpreting should only take place on demand (i.e. by prior arrangement) or in general. This decision has an impact on invitation management. The end of the registration period must coincide with the interpreters' cancellation conditions.
Please note: Sign language interpreting is not possible or only possible to a limited extent at multilingual events!

Accessible event documents:
Simple, understandable language, accessible digital version. Please communicate directly when requesting quotes from graphic designers that you want accessible digital and print documents. In most cases, these are also required by law.

Accessible Word file or PDF:
This is important for blind people.
Information on accessible PDFS
Information on accessible Word documents
Emails are generally accessible, provided they are not provided with all kinds of graphics and animations. Make sure that the font is large enough and avoid red-green contrasts.