Planning sensory-friendly events can open up a whole new world for both attendees and host organizations. Events like this are designed to be intentionally less stimulating to the senses. Vanderbilt University did an amazing job at creating a Neurodiversity & Sensory-Friendly Event Guide for those who are interested. In it they state “It is estimated that about 2% of the population is on the autism spectrum and about 10-15% of the population is neurodivergent.”1 An event may realize higher attendance numbers by making some of these changes as it makes the experience much more enjoyable for a whole subset of attendees who may have been too overwhelmed to come before.
There are a variety of ways to make an event more inviting to those who are prefer a less stimulating experience. It will take some time and intentionality, but doesn’t have to take a lot of budget. Think about what changes you can make to your general sessions, breakouts, or group gatherings. Consider turning down the volume on loud music, slowing down the movement of lights, and adding additional space between chairs. If the room size and design allows for it, add soft seating in an area for those who need a more comfortable seat and high-top tables in another for those who prefer to stand.
In the exhibit hall, aisles could be made wider, booth numbers could be displayed in a way that they are easier to see, and maps could be distributed at the door or even emailed to the attendees ahead of time so they can be reviewed in the comfort of their own homes before setting foot on the show floor. You could even offer an opportunity for anyone who wanted, to have a guided tour of the exhibit hall before it is open to the public. These measures can dramatically reduce an attendee’s anxiety level.
Some foods can have strong smells associated with them. Be mindful of the foods you select so there are not a lot of conflicting scents in the room. Be sure to also opt for menu items that are friendly for those who might be picky eaters or those with dietary restrictions. A loud room full of people talking and background music can be overwhelming and overstimulating, so if possible, provide neurodivergent attendees space where they can eat in smaller groups in different areas, or offer boxed lunches for an attendee to take back to their room.
If your budget allows, offer attendees a selection of items they can choose from as they check-in or enter a session. Things like ear plugs, sun glasses, fidget toys, notebooks and pens, or coloring books and markers are items that would send a message to those who are neurodivergent that you care about them, and those who aren’t might enjoy the free gift. These items could also be sponsored, reducing the strain on your budget and potentially allowing you to offer more options.
The biggest action you will want to take is to communicate. You’ll want to inform everyone that you are making these changes. Neurodivergent potential attendees need to hear about them and previous attendees need to be prepared for a change to the event. Email speaker’s handouts and slides and a detailed schedule before the event so they can be reviewed or interpreted as needed. If there will be flashing lights used, if the air conditioner makes noise when it turns on, or if there will be a long walk between sessions, be sure to inform attendees ahead of the event so proper expectations can be set or allow time for an attendee to submit an accommodation request.
If you are making changes to an annual event, communication to returning attendees will be critical as well. Some people have strong memories or attachments to experiences at previous events. You want to set proper expectations for everyone by explaining what is changing and why. The more information you share, the easier it will be for those who are change-averse to prepare themselves as well.
There really is no downside to creating a sensory-friendly event for any attendee, you just need to over communicate what you are doing so everyone can have an enjoyable experience.
Have you planned a sensory-friendly event? What is one thing you learned?
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1.Vanderbuilt University. Neurodiversity & Sensory-Friendly Event Guide. The First Center for Autism and Innovation. 2026. https://cdn.vanderbilt.edu/vu-URL/wp-content/uploads/sites/342/2020/09/19175652/Neurodiversity-Event-Guide-Final.pdf
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