The participation of applicants in reception is crucial for fostering a supportive and empowering environment. Participation is not only a right but also a vital means of empowerment during their stay in reception. By actively engaging in decision-making processes, applicants can restore their sense of dignity and overcome barriers to accessing essential services. 

Moreover, participation helps maintain and improve mental health conditions in reception settings, preventing potential deterioration, especially for applicants who have suffered severe trauma. 

Involving applicants in how reception facilities are run can improve accountability, transparency and service quality. It ensures the needs of vulnerable applicants are considered. Applicants should receive clear information on how to participate. Participation means expressing their views and taking part in the daily life of the reception facility. 

Information provision messages

Inform applicants about the following.

• What participation means and why it is important in the reception context for male and female applicants, including children. 
• Everyone, including individuals with special needs or those in vulnerable situations, can participate without discrimination.
• The difference between participation and engagement.  
• The available complaint mechanism (that enables applicants to point out malfunctions, inefficiencies, omissions and general problems they have) and how to use it in practice (see also topic Complaint mechanism). 
• Communication channels and mechanism to provide feedback.
• The available participation opportunities:
  • in reception facilities: 
    • regular meetings
    • participation in advisory boards
    • other activities such as: gardening, activities for children, religious celebrations, community meals, cultural and sports activities. 
  • outside reception facilities: 
    • initiatives organised by non-governmental organisations or the municipality
    • community events (e.g. ecological activities, festivals, excursions).
• How applicants can receive regular updates on participation opportunities and how to register if needed.
• How they can initiate and get involved in activities within the reception facility, including information on the focal points responsible for community involvement. How applicants can be involved in various aspects of the reception facility’s daily life.
• The possibility of setting up an advisory group, the scope and purpose of the group and how its members are chosen. 
• The benefits of participation by explaining how their input can lead to improvements in the management and daily operations of the reception facility.
• The importance of being proactive and involved in the daily life of the reception facility in line with national practice.
• Specific participation opportunities for vulnerable applicants, such as unaccompanied minors, people with disabilities and single parents. Additionally, detail the support services available to these groups to facilitate their participation.
• The available support for participation, including language interpretation, childcare, transportation and volunteer assistance. Provide information on any financial or logistical support available for participation activities.

Practical tips

• Organise regular group sessions to explain the importance of participation and inform applicants about the available opportunities. Include such information in the curricula of the language courses and cultural orientation sessions.
• Ensure applicants in a vulnerable situation are enabled to voice their opinions and views through different means. This could be done through: 
  • surveys or questionnaires on proposals to improve everyday life in the reception facility (e.g. on food, services, activities)
  • group discussions (e.g. focus group discussions with members that are part of specific groups)
  • meetings between the representatives of the residents and site managers. 
• Arrange one-on-one or small group sessions with applicants to discuss their participation proposals and address any concerns and questions.
• Indicate multilingual online platforms, mobile apps, social media pages/groups and websites where information on participation is available and regularly updated.
• Promote participation by distributing multilingual flyers and displaying posters that advertise participation activities taking place both inside and outside the reception centre. Place posters in shared spaces within the reception facility, such as info boards, recreational areas, and corridors. 
• Utilise mobile apps to send regular alerts to residents in multiple languages about various aspects related to reception, including available participation activities.
• Employ community mediators to inform applicants about participation opportunities and encourage their involvement in such activities. 
• Ensure access to information for applicants with special needs, particularly those with impairments, by informing them in person or through audiovisual means on available opportunities that are accessible for them. For example, individuals with mobility impairments should receive the information directly from reception staff or cultural mediators, as they might not have access to the areas where posters are placed.
• Encourage applicants to take part in the daily life of the community by giving practical examples, including cases where participation has improved well-being, strengthened social connections and increased self-reliance.