How to Make Your Event Sensory Friendly: A Practical Guide for Organizers

peggyforbes
Jul 22
3 min read

So, you want to make your event more welcoming for everyone, including people who might experience the world a little differently, but you’re not really sure where to start or what “sensory friendly” even means. You’re definitely not alone! Making events sensory-friendly can feel overwhelming if you don’t have a roadmap or clear ideas.

The good news? It doesn’t have to be complicated or expensive. There are plenty of simple, effective things you can do to help people with sensory sensitivities feel comfortable and included, whether that’s someone who gets overwhelmed by loud noises, bright lights, or crowded spaces.

If you’re wondering what’s possible or what steps to take, here’s a straightforward guide with practical tips you can start using right away.

1. Train Your Staff and Volunteers

Your team plays a crucial role in creating a welcoming atmosphere. Provide comprehensive training on:

Neurodiversity basics and the importance of sensory accommodations.
How to identify signs of sensory overload (e.g., distress, agitation).
Clear, compassionate communication techniques to help guests feel comfortable.
Encouraging volunteers to become confident interacting with neurodiverse populations.

Well-informed staff and volunteers can make a world of difference in ensuring everyone has a positive experience.

2. Set Clear Expectations and Stick to Them

Surprises can be stressful for people with sensory sensitivities. To help your guests prepare:

Share detailed schedules and descriptions of activities in advance.
Clearly note any potentially challenging sensory events like loud announcements, flashing lights, or crowded areas in all advertising and communications.
During the event, provide “heads up” announcements before any loud noises or sensory-heavy activities occur, so attendees can prepare or take a break.

3. Choose the Right Location

The physical environment has a huge impact on sensory comfort. Consider:

Spaces that reduce crowding and allow for easy movement.
Open areas and designated quiet zones with comfortable seating for breaks.
Good acoustics that minimize echoes and background noise.
Adjustable lighting options—avoid fluorescent lights and provide natural light or dimmers when possible.
A scent-free environment by minimizing perfumes, candles, essential oils, or cooking smells.
Proper ventilation and temperature control to avoid overheating.

Encourage guests to bring noise-cancelling headphones or other personal comfort tools as needed.

4. Create a Sensory Space

Offer a designated quiet area stocked with sensory-friendly items like:

Fidget toys, stress balls, and squishy toys.
Textured fabrics and blankets.
Sensory bins with items such as rice or play doh.

This space allows attendees to self-regulate and take a break when needed.

5. Use Visual Supports

Visual aids can reduce anxiety and help guests understand what to expect. Provide:

Visual schedules outlining the event flow.
Social stories or picture cards that explain activities or rules.
Photos of the event space and key areas included in your promotional materials.

6. Ensure Accessibility and Inclusion

Make your event welcoming for everyone by including:

Wheelchair accessible entrances, seating, and restrooms.
Gender-neutral and family-friendly washrooms.
Clear information about food and drinks, including allergen information and options for purchase or availability.

7. Offer a Variety of Activities to Support Different Sensory Preferences

Cater to diverse sensory needs with a mix of:

Small group and individual activities.
Quiet table activities as well as outdoor lawn games.
Gross motor options like climbing or jumping areas.
Storytelling and movement-based activities.
Designated spots for movement breaks.

This variety allows attendees to engage in ways that are comfortable and enjoyable for them.

Many event organizers want to be inclusive but don’t know where to start. Even small changes can have a big impact on sensory accessibility. By incorporating some of these tips, you’ll not only improve the experience for neurodiverse guests but create a welcoming environment for your entire community.

Remember: inclusion is a journey, and every step you take makes a difference.