Tag: sensory issues

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Sensory-friendly events – are your events inclusive and welcoming?

Inclusivity is a crucial commitment to ensuring each individual can enjoy and participate in your events regardless of their unique needs. And it means your attendees benefit from the ideas and input of those who may otherwise avoid your events!

Here, we explore the concept of sensory-friendly events and share the importance of ensuring events are welcoming for everyone.

Understanding sensory sensitivities

Sensory sensitivities can affect individuals on various levels. For some, loud noises may be overwhelming. For others, bright lights might be distressing. 

People with autism, sensory processing disorder, or anxiety often experience these sensitivities. By recognising and addressing them, we can create an environment where all attendees feel comfortable and valued.

The importance of sensory-friendly events

Hosting sensory-friendly events goes beyond being accommodating to creating an atmosphere of understanding and acceptance. Such events cater to those with sensory sensitivities and demonstrate your commitment to creating inclusive spaces for everyone. 

Embracing diversity and actively working to create sensory-friendly experiences, you send a powerful message that you value each attendee’s contributions.

EDGE Venues spoke to Daniel Brooke, Director of Neurodiversity Specialists, for her thoughts on the importance of sensory-friendly events:

“Incorporating inclusivity and sensory-friendly activities holds paramount importance in the meetings and events industry, particularly for neurodivergent individuals.

“By designing events that consider a wide range of sensory sensitivities and preferences, we ensure that neurodivergent participants can fully engage and contribute.

“Creating an environment that minimises sensory overload and respects individual needs fosters a sense of acceptance and empowerment. Such inclusive practices enhance the event experience for neurodiverse attendees and set a progressive precedent for the industry.

“Through embracing neurodiversity, we drive innovation and lead the way in creating truly accessible and enriching event spaces.”

Daniel Brooke, Director, Neurodiversity Specialists

Creating sensory-friendly events

1. Communication

Clearly communicate to attendees that your event is sensory-friendly. Provide information about the event’s sensory-friendly features, such as lower noise levels, dimmed lighting, and designated quiet spaces. This will help set expectations and reassure attendees that their comfort is a priority.

2. Venue Considerations

When selecting a venue, opt for spaces that offer flexibility in terms of lighting and sound. The ability to adjust these factors can greatly contribute to creating a sensory-friendly environment. Additionally, ensure your venue is easily accessible for individuals with mobility challenges.

3. Lighting

Use soft, diffused lighting to create a comfortable ambience. Avoid harsh spotlights or flashing lights that could cause discomfort. Consider incorporating natural light, as it tends to be gentler on the senses.

4. Sound

Control noise levels by utilising sound-absorbing materials such as carpets, drapes, and panels. Implement a quiet hour or designated quiet zones where attendees can retreat if they need a break from sensory stimulation.

5. Sensory breaks

This goes hand-in-hand with sound management. Designate quiet, comfortable spaces where attendees can take a break if they get overwhelmed.

6. Visual aids

Provide visual schedules or guides outlining the event’s timeline and activities. Visual aids can help individuals with sensory sensitivities better understand what to expect, reducing anxiety and uncertainty.

Some examples

An example of a brand that does sensory-friendly events well is Cineworld. At selected branches across the UK, they hold autism-friendly screenings with low lights and reduced volume. Individuals are welcome to bring their own food and drink and can move around the cinema if they like.

Cineworld has options to host a private screening for just you and your delegates. What’s more, with their sensory-friendly facilities, every delegate can enjoy the experience.

Many UK museums also have facilities to host neurodiverse individuals, whether they are just visiting or attending an event. 

The V&A Museum, National Galleries of Scotland, Dynamic Earth, National Museums Liverpool, and the Natural History Museum to name a few, all have facilities to reduce lighting and volume, hand out sensory packs. And some have quiet rooms. These venues all hold regular sensory-friendly days for those just visiting – they’re a good way to check out the facilities before booking an event.

Improvement

After hosting a sensory-friendly event, seek feedback from attendees to gain insights into their experiences. This information can be invaluable in refining your approach and making future events even more inclusive. Remember, the goal is not perfection but an ongoing commitment to learning and adapting.

Creating sensory-friendly events indicates commitment to, and understanding of, diversity – and prioritising the comfort and enjoyment of all your event attendees. And thoughtful strategies to accommodate sensory sensitivities creates memorable experiences while developing inclusivity that resonates long after the event ends. 

We take pride in supporting those hosting more accessible and welcoming events for everyone. If you would like to find out more, please get in touch.

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Do you make it easy for attendees with sensory issues to attend your events?

Some disabilities are obvious and some not. When choosing a venue for a conference or meeting, we can check whether the building has wheelchair access to all meeting rooms, catering and social areas, has purpose-built accessible toilets, a hearing loop system and allows guide dogs.

But not all meeting attendees’ issues are obvious. People with sensory issues, such as to light and noise will find large events difficult because of the volume of people in the room, loud music and flashing lights when the keynote speaker arrives. This can include people with ADHD, autism, Downs syndrome, early-onset dementia and post-traumatic stress syndrome.

Here are some ideas that you can implement to help event attendees who might find the environment challenging:

  • Allocate a ‘quiet room’, so that anyone who needs some peace has a comfortable place to take a break away from the busy conference or exhibition environment.
  • Take some noise cancelling headphones that you can lend to attendees to help them cross loud areas, such as the exhibition floor or areas where lunch and breaks are being served.
  • Offer stress balls, that attendees can play with to keep their hands occupied and stop fidgeting.
  • Give non-verbal attendees a visual thermometer. It’s just a card they can use to ask for help and to indicate how they are feeling, if they are confused or lost.
  • Issue a slightly different lanyard to indicate to event staff attendees who may require sensory help, but don’t make it different enough to stand out from other attendees.
  • Provide some weighted lap pads to help attendees sit still during long presentations and speeches. This replicates deep-touch pressure therapy, which has a calming effect.

All these items can be cleaned with disinfectant and used at multiple events. Some venues are putting together a bag which includes the items above, or an organsier can put the tools together themselves and take them onsite.

The American organisation Kulturecity runs training courses for staff at venues to understand the problems and help organisers run events which include attendees who find it difficult to participate because of sensory challenges.