The participation of applicants in reception is crucial for fostering a supportive and empowering environment. Due to their displacement experiences, applicants might find themselves lacking agency or influence over decisions that profoundly impact their lives. 

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 suffered severe trauma. 

Different approaches to participation are possible, and involving applicants in the management of reception centres enhances accountability and transparency within the system. This, in turn, leads to improvements in the quality of interventions and often raises standards of programmes and services. Furthermore, by promoting diversity and inclusivity, ensuring that the needs and perspectives of all applicants, including the vulnerable ones and those with special needs, are considered and addressed, participation plays a crucial role in enhancing the overall well-being and pre-integration of applicants. Providing applicants with adequate information on participation is thus essential during the phase of stay in reception.

Information provision messages

Inform applicants on the below.

• What participation means and why it is important in the reception context for male and female applicants. Additionally, assure applicants that the participation of all individuals, including those with special needs or in vulnerable situations, is encouraged and supported without discrimination.
• 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 etc. 
  • outside reception facilities: 
    • initiatives organised by NGOs or the municipality;
    • community events (e.g. ecological activities, festivals, excursions, etc.).
• 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.
• How applicants can be involved in various aspects of the reception facility’s daily life. Explain how their participation can improve the management and operations of the facility and provide examples of changes or improvements made as a result of their input. Encourage applicants to take an active role in shaping their living environment through collaboration with other residents and reception staff.
• 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.

Additionally, encourage applicants to enhance their participation both inside and outside the reception facility and establish feedback mechanisms to gather residents' suggestions for improving reception services and community participation.

Practical tips

• Organise regular group sessions to explain the importance of participation and inform applicants about the available opportunities. Seek the support of interpreters to deliver the information in the languages spoken by the applicants. Additionally, include such information in the curricula of the language courses and cultural orientation sessions.
• 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 flyers and displaying posters that advertise participation activities taking place both inside and outside the reception centre. Collaborate with relevant stakeholders to ensure these materials are multilingual. 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 audio-video 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.
• Create an inclusive environment where all applicants feel comfortable and encouraged to participate, regardless of their personal situation, vulnerabilities, or special needs. Ensure that everyone’s voice is heard, and their opinions are properly considered.