Watching Rooms Toolkit

This guide is designed to help individuals and organisations who want to organise a public screening of the Inquiry’s public hearings.

Public hearings for the Inquiry’s first investigation begin on 13 June 2023.

All hearings will be live streamed on our website and our YouTube channel, subject to a three minute delay. The hearings will take place between 10am and 4pm each day. The Inquiry will generally not sit on Fridays.

Some people may want to watch the proceedings together or may want to set up a public screening for members who do not have easy access to the internet. Here are some things to consider:

Step 1: Venue considerations

  • Location: Consider reaching out to local charities/church halls/community spaces and libraries to see if they can help. Do I need to provide directions to the venue?
  • Accessibility: Remember to think about accessibility considerations. Is there step free access to the building? Are accessible toilets available?
  • Building/ room capacity – How many people can you invite to ensure the event is safe. Is the venue big enough for all attendees?
  • Emotional support: For some people the hearings will be difficult. Will you be able to provide support for people who may hear triggering information?
  • People: do you have enough members of staff to support people?
  • Facilities: Are there toilet facilities or refreshments available for attendees?
  • Fire exits: Where are the nearest fire exits and how will I make attendees aware of them?
  • Fire alarms: Will there be any fire alarm testing on the days when we will screen hearings?

Step 2: Tech

  • Stable Internet connection: Does the room have access to a stable internet connection?
  • Devices: Do I have an internet enabled device?
  • Screens: Do screens need to be connected to the device?
  • Cables: Do we have the correct cables to connect the internet-enabled device to external screens/monitors?
  • Positioning: Are screens positioned so that all audience members can see them?
  • Audio: Does the device have built-in speakers? If not, can I connect speakers?
  • Subtitles: Will I need to enable subtitles on YouTube for the hearings?

Step 3: Promotion / raising awareness

  • How will I raise awareness of plans to screen hearings?
  • How will I ensure that dates of hearings are booked in people’s diaries?
  • Do I need to send out invites?
  • How will I send out invites (e.g. by post / email / text message / Whatsapp)?
  • Will I share information using our social media channels?

Step 4 (optional): Registration

  • Do attendees need to register ahead of attending screenings?
  • GDPR Considerations:
    • You will need to ensure that you are complying with GDPR requirements when asking for registration information.
    • You may wish to include a few lines on the registration form explaining that you are only collecting data for the purpose of providing information for those attending a screening and to keep them updated should any plans change.
    • Consider how long you will hold the data for and assure people that you will not be sharing the data with anyone, or if you will share the data, explain the purposes of that sharing.
    • Provide information on who to contact if a person decides that they no longer want to attend a screening and want their details removed/erased.

Step 5: Feedback

  • Do I need to collect feedback so that future screenings can be improved for attendees?