How to Create a Sensory-Friendly Conference: Lessons from the Neurodivergent Community

In recent years, there's been a growing call to make conferences and business events more accessible, not just physically but also neurologically. For the neurodivergent community, attending an event can be overwhelming, exhausting, or outright inaccessible due to unaccommodated sensory needs. Creating sensory-friendly environments isn't about adding complexity; it's about making events more humane, inclusive, and impactful for everyone.

Here's how to design a sensory-friendly conference with practical tools informed by lived experiences and the neurodivergent community.

Quiet Rooms Aren't Optional—They're Essential

A quiet room is a low-stimulation space where attendees can decompress without having to leave the event entirely. These spaces should be:

• Away from high-traffic areas

• Softly lit, ideally with natural or warm lighting

• Equipped with comfortable seating, fidget tools, noise-cancelling headphones, and weighted blankets

• Signposted and listed in the event app or programme

  
  

Avoid treating the quiet room as an afterthought or last-minute add-on. Make it visible, respected, and stigma-free. Everyone deserves a moment to reset.

Ditch the Flash Photography and Loud Surprises

Sudden noises, flashing lights, and unexpected announcements can be overwhelming or even triggering for neurodivergent attendees. Consider the following:

• Designate no-flash zones throughout the venue

• Avoid strobe lighting or loud sound effects during sessions and entertainment

• Provide advance notice of sensory-intense activities (e.g., a fire alarm drill or live performance)

• Include a sensory schedule that marks potentially intense sessions

  
  

Build in predictability and consent, people can then choose how to engage rather than be caught off guard.

Clarity is Kind: Share Agendas and Schedules in Advance

Ambiguity breeds anxiety. Publish detailed event agendas well ahead of time, and include:

• Session lengths, speakers, and topic summaries

• Room maps and accessibility features

• Meal and break times

• Information on social events (including noise levels and expected attire)

  
  

Use plain language and visual formats when possible. Predictability reduces stress and benefits all attendees, not just those who are neurodivergent.

Colour-Coded Lanyards: Let People Set Their Boundaries

One of the most celebrated practices in sensory-friendly events is the use of colour-coded lanyards to signal social preferences:

• 🟢 Green: "I'm open to conversation."

• 🟡 Yellow: "I'll approach you if I want to talk."

• 🔴 Red: "No social interaction, please."

  
  

This system empowers attendees and reduces pressure to perform socially. Make it clear in pre-event communications and ensure staff understand and respect it.

Communication Badges for Different Needs

Some attendees may be non-speaking, semi-verbal, or prefer written or alternative communication styles. Offer communication badges or cards that signal preferred interaction methods, such as:

• Text only

• Sign language

• Written communication

• Assistance required

  
  

These small tools create significant shifts in inclusion. They foster understanding and eliminate the need for constant explanation.

Train Your Staff, Then Train Them Again

An inclusive setup only works if your team knows how to implement it. Provide training that covers:

• Understanding sensory overload and everyday neurodivergent needs

• How to respond with empathy and respect to overstimulation or shutdowns

• The purpose and meaning of visual tools (like lanyards and badges)

• De-escalation strategies without judgement

  
  

Ensure security, volunteers, tech teams, and vendors are all aligned on these principles.

Co-Create with Neurodivergent Voices

What is the best way to create a sensory-friendly event? Ask neurodivergent people. Involve them in planning, speaker curation, venue layout, and accessibility checks. Pay them for their time and insight.

This isn't just ethical; it's effective. Accessibility achieved through community involvement is always better than assumptions made about it.

A Better Event for All

Creating a sensory-friendly conference isn't about catering to a niche; it's about designing for a spectrum of human experience. When we honour different ways of thinking, feeling, and processing the world, we unlock deeper engagement, richer dialogue, and more meaningful connections.

As we observe Disability Pride Month, let's not just talk about inclusion - let's build it, one sensory-friendly step at a time.