Hosting events, exhibitions, or socials for industry, or for your staff? Here’s some things to think about to make them more neuro-inclusive:
Planning
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Ensure access (parking, public transport) when choosing a location, conducting an access audit in advance of booking where possible
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Support speakers and exhibitors to create accessible presentations
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Think about the duration of each session - trying to keep them short or broken up with movement breaks to aid concentration and focus
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Think about splitting at least part of the event into smaller breakouts, sessions, or workshops, for people who find noise and lots people overwhelming
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Consider hybrid events where possible, with options for people to join online
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Choose a location that is physically accessible and also has break out spaces for quiet zones
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Provide guests with as much information about the event as possible, including images and a map of the location, how to get there, clear start and finish times, schedule for the day, dress code, and who will be speaking
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Consider a choice of food options where possible, conscious of dietary restrictions and food sensitivities
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Make it clear how attendees may articulate their access requirements to event organisers, and accommodate where possible
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Give sufficient guidance for online participants on how to log into the session, rules for the platform (e.g. camera off or on, how to use chat functions) and on any apps they may need to download in order to access the event
Speakers
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Ease the anxiety of your speakers by asking for their access requirements well in advance of the event, and accommodating these where possible
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Provide them with a picture of the venue and the space in which they will be speaking, as well any information about how to use any tech well in advance of the day
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Provide them with information about the event, the audience, and how many people will be in it, so they can be best prepared
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Check with the venue if speakers are allowed to do a recce of the space in advance of the day, which can aid anxiety and allow them to anticipate any access barriers
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Encourage speakers to describe their physical appearance for those who are visually impaired in the audience
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Ask speakers to be as clear and concise as possible, avoiding metaphors, idioms, or jargon in their phrasing.
At the Event
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Have access support workers on the day to signpost and assist
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Reduce sensory stimulation where possible, by, for example, dimming the house lighting, avoiding blinking lights, and not having multiple sources of noise at once (e.g. don’t have music playing when someone is speaking)
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Ensure exhibitors are patient with attendees, and understand that behavioural differences such as avoiding eye-contact or stimming are not necessarily indicative of a lack of attention
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Have markings around the building to direct people around the event and to toilets, refreshment areas, and quiet zones
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Articulate to attendees that fidget tools and movement breaks are encouraged, and provide standing space for people who prefer
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Ensure there are sufficient, structured breaks throughout the day
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Have name tags for all attendees
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Gain consent before taking/publishing pictures (some organisers use colour-coded name tags or lanyards to identify those not wanting to be photographed)
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Have closed captioning on presentations, live where possible
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Have a BSL interpreter where possible
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Try to maximise the options for asking questions, for those who feel uncomfortable raising their hand or speaking into a microphone - e.g. post-it notes, co-ordinators in the crowd, digital write-in options
After the Event
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offer a follow up opportunity for attendees to ask questions, for those who may be too anxious to do so in person
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Provide exhibitor information and contact details
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Provide notes and materials from presentations, sessions, and speakers where possible
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Ask for feedback on what worked, and what didn’t - for you to improve upon your neuro-inclusive practices, for next time!
