When submitting your LFA2025 activity, you will be asked to respond to a series of questions how they respond key mission areas of the Festival (Inclusivity, Sustainability and Impact) and the New London Agenda.
Below are a series of prompts to help support you at each stage of your event planning and delivery, and consequentially your responses to these questions.
Please note:
These prompts sit alongside our longer form guidance documents on each area, which can be found here. In each of the guidance areas, you can find examples of answers which won’t be accepted, and those which we have championed in previous years.
The information provided is relevant for all event types. However, will need to be adjusted and expanded to be appropriate for the specific type, location and audience of your Festival activity.
Should you have any specific questions or concerns, please email the LFA team at info@londonfestivalofarchitecture.org.
Contents – split by time period
- Before event: Idea and prep stage
- Before event: Marketing (incl. event listing)
- During event: On the day and lead up time
- Post-event
Key
IR = Inclusivity and Representation
Sa = Safety
Su = Sustainability
I = Impact
Before event: Idea and prep stage
I Have you thought about why you are creating this event, and what the positive outcome of this event will be?
A Have you chosen a venue that:
- Has an entrance that everyone can use (not having to go round the back to enter)?
- Is wheelchair accessible/level access throughout (not just in the main space)?
- Has a wheelchair accessible toilet (ideally with accessible changing room also)
- Has enough power points that are accessible and easy access to the fire exit?
- Has good lighting and sightlines (e.g. for Interpreter) and mixed seating options?
- Has a space which could be a quite space?
- Can allow for making the event hybrid, including more people in the event?
- Is close to public transport and parking (no unsafe or inaccessible long routes)?
IR Have you thought about the who the audience for this event will be and chosen a date and time that is appropriate these attendees?
IR Have you chosen participants who are representative of Londoners, the topic and the audience?
IR If an organisation, have you thought about who from the organisation could be involved in both the internal and external elements of the event(s), including different voices from the organisation? Have you included any young people, or alternative voices other than the project lead?
Su Have you only selected speakers that are local, and therefore do not need to travel far or about having a hybrid element to the programme to avoid travelling. Where this is not the case, is there a clear reason why?
IR Have you understood the access requirements of your participants for the delivery of your event (potentially using an access rider or similar process)?
IR And have you allocated space within your budget to allow for any requirements that arrive from the above, as well as requirements of attendees for at least two interpreters where possible/applicable, reduced rate (or free) tickets for concession audiences and free tickets for carers – and any other unexpected requirements.
IR Have you considered accessible display/exhibition layouts?
For example:
→ Suitable hanging height of works, labels/interpretation panels, plinths, display cases (eye level at 1.10m for wheelchair access)
→ Turning space for wheelchairs and buggies (i.e. minimum of 1.30m across)
→ Adequate lighting
→ Interpretation in a range of formats e.g. Audio description, Braille, Large Print, Plain English etc.
Useful Guide: Exhibitions for all form National Museums of Scotland
Su Have you thought about what materials you will need on the day and how you can take this to a minimum? And if using anything, have you thought about what will happen to the materials post event?
Sa Have you completed a thorough risk assessment for your venue and event and an action plan for how to implement any actions needed?
Before event: marketing (incl. event listing)
IR Have you been clear in the event description about all the W’s? (What, When, Who, Where, Why, How?)
IR Have you used concise, short, simple sentences and ensured there is no jargon in the description. If it can’t be avoided, have you explained the word(s)?
IR Have you ensured that the event image is clear, with overlaid text and with alt text?
IR Have you ensured that basic access information is clear (venue and event specific information)? (Don’t worry if you can’t tick every box, just make it clear what you are already offering, what you can offer if needed and what you can’t.)
IR Have you ensured there are contact details for further accessibility information?
IR Have you checked the more detailed social media and marketing guides and understood what is needed to implement, such as avoiding emojis with long names or including without context or to replace words?
IR Have you marketed your event on a variety of platforms which are appropriate for your event, but don’t just reach one audience type?
Su Have you thought about whether printed materials are needed? And if so, have you thought about how many are really needed, and what would be the most sustainable way of producing?
Sa Have you communicated to attendees of the event anything that need to prepare to engage with your event in the safest possible way?
During event: on the day and lead up time
IR Have you checked the requirements of participants and attendees, and made appropriate arrangements?
IR Have you ensured there are options for all dietary requirements, if providing food e.g. there are vegans who are also coeliac; and they all have clear labels on display?
Sa Have you run through your risk assessment to check if anything has changed or needed updating?
Sa Have you ensured access to the fire exit is easily accessible?
IR Have you ensured furniture is placed in a way which allows enough room to manoeuvre wheelchairs, mobility aids and pushchairs?
IR Have you ensured there is clear signage to the event, inside and outside the venue? (with clear font types, plain language and colour contrast, and including signage to facilities, including the toilets, drinks etc)
IR Have you ensured seating is reserved for people who need to be closer to the front to see the interpreter, hear the speakers more clearly, not be distracted by the environment? And ensured all team are informed of seating options available for anyone who asks?
IR Have you ensured the quiet room set up correctly?
IR Have you run through the order, timings, breaks and overall schedule for the event with organisers and participants?
IR/Sa Have you run through the accessibility and safety information with the above, plus attendees, such as where the toilets and quiet room are, where the interpreter is, where the fire exits are?
Su Have you provided recycling bins, compost bins or similar, for any waste that might be produce on the day?
Post-event
Su Have you recycled, reused, or rehomed any materials used during your event?
ALL Have you captured feedback from participants and attendees?
ALL Have you reflected on the event, what went well and what could’ve been better?
ALL Have shared this information with the LFA team via the LFA Feedback form?