> For the complete documentation index, see [llms.txt](https://hackdays-guide.mlh.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hackdays-guide.mlh.com/plan-your-event/venue-safety-and-accessibility.md).

# Venue, Safety, and Accessibility

Choose an accessible in-person venue and prepare the essential safety plan for a Hack Day.

Hack Days must take place entirely in person. Choose a venue that supports a focused 4–6 hour event without requiring the infrastructure of a full weekend hackathon.

## Venue Essentials

Confirm that the venue provides:

* Enough tables and chairs for the expected attendance
* Reliable Wi-Fi that every attendee can access
* Accessible power outlets and safe cable routing
* A screen, projector, and working audio for the opening material
* An accessible entrance, route through the event, and restroom
* A clear check-in area near the entrance
* Space for food that does not interfere with laptops or project equipment
* A venue contact who can resolve building issues during the event

Test the Wi-Fi, presentation equipment, OrganizerHQ links, and QR codes using the device you will use on event day.

## Safety Plan

Before the event, identify:

* The venue address and room name as emergency services would need them
* Emergency exits, evacuation routes, and the assembly point
* Venue security, building management, or local emergency contacts
* The organizer responsible for leading an evacuation or incident response
* A process for documenting and escalating Code of Conduct concerns

Share the [MLH Code of Conduct](https://github.com/MLH/mlh-policies/blob/main/code-of-conduct.md) with organizers, volunteers, mentors, judges, and attendees. Put its reporting contact somewhere attendees can find without asking an organizer.

## Accessibility

Ask attendees to share accommodation needs before the event and provide a contact email. Consider:

* Step-free access and accessible restrooms
* Seating choices and clear routes between tables
* Microphone use and captions for prerecorded material
* A lower-stimulation or quiet space when the venue permits
* Dietary and allergy information
* Sufficient time and alternatives for attendees who cannot participate in every activity in the same way

## Minors, Photography, and Venue Rules

Follow the venue's requirements for visitors, minors, liability, photography, and guardian permission. Identify people who do not consent to photography and make that status easy for the photographer to respect.

For more detailed guidance on venue contracting, security, emergency planning, and large-event logistics, use the [venue](https://guide.mlh.com/general-information/locking-down-a-venue) and [event logistics](https://guide.mlh.com/general-information/event-logistics) sections of the MLH Hackathon Organizer Guide.