Values Events Checklist and Guidelines

During events, and especially their preparation, the QLU team tries to closely follow the guidelines we have developed during the years. These guidelines are the result of experience and consultation with people of our community, and as we learn to work together, we try to incorporate all of them in our work. These guidelines are not merely boxes to tick, but are intrinsically tied to our values, guiding all our decision making. As our community expands, we welcome changes and amendments to our guidelines. Would you like to add, remove, or change anything? Leave a comment at the bottom of this section or contact us via contact form!

N.B.: We are specifically still looking for people to help us out with the Religious and Faith guidelines. If you are interested in sharing your experience, please do not hesitate to contact us!

A. Money Matters & different socioeconomic backgrounds

A.1 General

Think about the language you use and generalizing statements about people’s backgrounds
Careful with assumptions about people’s backgrounds
Assure privacy and confidentiality: for instance, if there are free tickets, have people contact you in advance and put them on a list, so they don’t have to let you know in front of other people
At the same time, it’s good to talk about these differences openly and transparently; not everyone wants to be ‘hidden away’. Respect people’s preferences

A.2 Is your event affordable?

Look into subsidized or free tickets
Look into what can be cut from your event and put those money towards making the event affordable
Think about separating costs: for instance if you have a main event and an after party, let people decide to pay for both or only one or the two.
Alternate paid event to free events so everyone can join

A.3 Location

Is your location affordable? Can you perhaps cut costs by choosing another (cheaper) location?
Is your location reachable without paying for transport?
- If not, is transport to your location affordable?
Think of ways to make it cheap/free (i.e., organize biking groups, 40% travel discount groups by train…)
If the location offers food/drinks: try organizing discounts, alternative free snacks/drinks (even just something cheap, but makes people feel included)
Think about providing a kids area for people with children, so they don’t have to pay for a babysitter and can still enjoy the event

A.4 Promo and Media

Make sure to include information about how to obtain free/subsidized tickets - and make sure this is done with confidentiality and on a trust base (i.e., no one is ever going to check, of course, that you indeed need a free ticket etc).
Make sure to explain how donations work, and to ensure that people taking donations at the event are well trained on how to respond when someone doesn’t want to/can’t donate.

B. Disability & neurodiversity

B.1 General

If you can, provide ways where people can voice their concerns and needs (an anonymous form), or encourage people to do so. If you cannot meet the request, reach out and follow up with the person. Do this before and after the event. Make sure people know that even the “smallest” concern for them is worth voicing.
Be receptive and proactive! If someone asks for something that would help them, try to find a way to do it. Always make it clear what you are doing and that you are open to suggestions.
If relevant, have an online version of the event
If someone raises concerns, consider requiring or encouraging COVID safety measures like masking and distance
Ideally, provide sign language resources/subtitles
If you can (however you can), normalize people wearing sensory aids: sunglasses, headphones, fidget toys.
Avoid victimizing, infantilizing language and euphemisms which take away someone’s agency or minimize their experiences (ex. differently abled, handicapped, mental age, etc.)
When appropriate, include content warnings
If food is offered, always make sure to list all ingredients and allergens (in bold).
Introduce ‘help staff’, or someone people can go to with concerns during and before the event
When relevant, include alternative to activities (i.e., if you activity involves standing or moving in space, think of ways to make it inclusive)
Consider “silent jazz hands” applause instead of clapping
Provide ear plugs

B.2 Location

Visibility: does this place have clear signs, it is well lit - is this accessible for someone with impaired sight? Avoid bright and flashing lights
Acoustics: is background music necessary? If not, limit it; is music or voice too loud? Moreover, any loud or repetitive noises might overwhelm some people, try to avoid any of these. Make sure people can hear the speaker(s) loud and clear at all times.
Mobility: consider people who might have any mobility impairment. Accessible entry, not too many stairs, always provide seating for people who cannot stand for long, make clear spaces to move inside the venue (i.e., not having to go over chairs/move in tight places).
Provide an accessibility map: let people know the situation of the venue (i.e, if it is accessible, where there are stairs, where decompression rooms are, the toilets etc).
Provide a quiete space to decompress: all you need is dimmed lights and silence. Let people know before and during the event that it is available, where it is, and to respect people in the space.
Make sure the location has clear signage

B.3 Promo and online content: see Social Media Accessibility section

C. LGBTQIA+ accessibility

and safety

General

Avoid gendered language
Making assumptions comes natural to all of us: make sure to correct yourself immediately when you notice you’ve made a mistake
Don’t expect everyone to share their pronouns. Always add “if you feel comfortable” when asking for other people’s pronouns, and you can always ask “how should I refer to you tonight/right now”, rather than asking for pronouns.
Communicate and put in action a zero tolerance policy: you will be removed from the event at the first sign of discrimination or harassment (Make this clear in the advertisement of the event). Believe LGBTQIA+ people when they speak up.
Awareness of consent/sexual assault, put in place the ‘Ask for Angela’ campaign, floor angels and any other things.
Consider the history and political implications of your event: does it have a past of discrimination against the LGBTQIA+ community? If so, make sure you think about how you can make this right.
Don’t benefit from queer people/queer culture without giving benefits to queer people!
Compensate for labor and work of speakers, hosts, etc.

Location

Always have gender-neutral bathroom(s).
Consider the venue(s): are they safe for LGBTQIA+ folks? Research whether they have been accused of discrimination, rude staff, homo-transphobia in the past. Check the surroundings as well if possible.
Design a space within the audience to keep free for wheelchair user(s) - it’s important to put it within the audience, and not separate from it.

D. Religions & faith

D.1 General

Many (queer) people have suffered due to religious trauma; thus, for many, the relationship with religion is often tense. It is however important to recognize the importance and joy that religion can bring to so many (queer) people, and we need to honor that.
If you can, avoid scheduling events on important religious holidays
If food is involved: include accessible and inclusive options (i.e., no alcohol, halal options…)

D.2 Location

Does the location have a specific history? Research!
Does the location have any iconography?

E. Race & ethnicity

E.1 General

Decolonial Framework: Ground your event planning in a decolonial framework that acknowledges the history of colonization and its ongoing impacts on BPOC communities. Recognize the historical role of The Netherlands in colonialism, including its former colonies and their diverse cultures. Integrate discussions about colonial history and its impact on marginalized communities into event programming.
Anti-Racist Team: Assemble a planning team that is actively engaged in anti-racist work and committed to challenging white supremacy
Please ensure that the event is led by BPOC themselves.
When organizing events related to Turkey, Iraq, Iran, include Kurdish people who live in these territories.
Collaborate with BPOC-led organizations and individuals to co-create the event.
Prioritize BPOC voices in your planning team.
Invite BPOC speakers, performers, and panelists, DJ from various backgrounds
Intersectional Focus: Recognize the intersections of race, ethnicity, gender, and sexuality when developing event themes and content.
Be careful about the language you use and be receptive when someone calls you in for it (i.e., refrain from using problematic languages and terms such as “third world”, “progressive,” etc.)

E.2 Promotion

Highlight the diverse voices and stories of BPOC individuals in promotional materials, emphasizing resistance to colonial narratives.
Use event marketing to actively challenge white supremacy and promote equity and justice
Challenge Eurocentric beauty standards, cultural norms, and hierarchies within the LGBTQIA+ community and event planning. Embrace diverse cultural expressions and representations in event themes, and activities.
Provide information in multiple languages if there’s a capacity.

E.3 Location

Choose a location that is accessible and safe for attendees from all backgrounds.
Consider the cultural sensitivity of the venue and its history and location.

Remember, creating events that uplift the BPOC LGBTQIA+ community involves more than just ticking off boxes; it requires a commitment to understanding, listening, and learning from the experiences of marginalized communities. By following this checklist and these recommendations, event managers can contribute to the creation of safe(r) and empowering spaces that recognize and celebrate the unique experiences of BPOC individuals within the LGBTQIA+ community.

F. Feminism

Check out our Feminist Guidebook!

G. Sustainability

G.1 General

Use reusable supplies, of sustainable materials as much as possible
Source food and everything else as ethically as possible
Calculate portions and numbers as much as possible to avoid waste (keeping track of these as you go along will help in the future)
Redistribute food to avoid waste after the event

G.2 Location

Ensure there is recycling bins in the location: make them visible and ensure people use them correctly

Ideally, your location would be reachable by walk, bike and/or public transport easily, so people don’t have to resort to cars

G.3 Promotion

Let people know in advance that they can/should bring their own supplies (i.e., cutlery, cups etc).

H. Dietary restrictions

& food

H.1 General

Make food as varied as possible (i.e., vegan, lactose free, gluten free)
Make sure you make the ingredients known next to the food (with allergens in bold)
Make disclaimers: for instance, even if the food is gluten free we cannot assure that we can prevent contamination
Include faith/religious accessible and inclusive options (i.e., no alcohol, halal options…)

I. Education

I.1 General

Make ‘feel free to talk to us’ signs
Provide definition of terms that might not be known by everyone, or complex terms (you can also create flashcards that people can read during the event)
Have our guidelines written down for people to read whenever

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