Event quiet space and welfare handoff checklist

Choose and check the real space

Download the editable quiet-space and welfare handoff worksheet (Markdown, English)

Visit while the event is operating or rehearsing. Note sound, lighting, ventilation, seating, circulation, an accessible route and nearby facilities. State whether this is a separate quiet room or merely a quieter area. Avoid claiming a universal sensory standard: guests have different preferences.[1][2]

Publish the exact guest promise

Use the same room name, location, opening hours and route on the website, map, signs and staff briefing. Explain whether companions may enter, whom to ask for help and any actual limitations. A quiet space does not replace accessible routes, first aid or other attendee support.[1][2]

Set the host and referral boundary

Name who keeps the room open, checks conditions and resolves changes. Clarify whether children remain with a parent or carer; if the organizer offers supervision, get the appropriate safeguarding plan and trained staff approved. Give hosts a private, direct route to the event’s first-aid, safeguarding and accessibility leads without asking them to diagnose or provide untrained care.[2]

Walk through a guest request before doors

Have a staff member find the room from the entrance, explain it accurately and rehearse what to do if it is unavailable or a guest asks for help outside its scope. Log the issue, owner and next update. Review it when programme, signage, staffing or room use changes. Keep worker welfare facilities separate from this attendee offer.[1][2][3]