Inclusive Events: Practical Tips for Sensory and Neurodivergent Accessibility

June 5, 2024

Exclusively sponsored by Honeycomb Strategies 

A sustainable event includes an atmosphere where everyone feels welcome and comfortable. Planning an event to be inclusive and friendly to people with sensory challenges or neurodiversity (neurodivergent is an umbrella term that refers to a myriad of common neurological differences such as autism spectrum disorder and attention deficit hyperactivity disorder) will ensure the whole community has the opportunity to connect and engage with industry offerings and environmental initiatives. 

Here are seven practical ways to make events more accommodating. 

  1. Designate a Quiet Room

Create a separate space where attendees can retreat from the noise and activity of the event. This room should be away from the main activity, softly lit, with comfortable seating and minimal decoration to avoid overstimulation. It’s important to enforce that this is not a workspace or a spot for phone calls, so this area serves as a sanctuary for those who need a break from the hustle and bustle, providing a peaceful environment to relax and recharge. 

  1. Standing Room/Roaming Room During Sessions

Designate specific areas where attendees can stand or move around during sessions. This accommodation is particularly beneficial for those who find sitting still for long periods challenging. It allows individuals to engage with the content while remaining comfortable.

  1. Closed Captioning

Including closed captions on all videos ensures that individuals who are deaf or hard of hearing can fully participate and aids those who might find it difficult to process auditory information quickly. Make sure all multimedia presentations, including live streams, have captions available.

  1. Simple Daily Schedule Emails

Allow attendees to sign up for simple daily schedule emails. These emails should include only the essential information about the day’s events, helping attendees plan without feeling overwhelmed by excessive details. This can be particularly helpful for individuals who thrive on routine and clear, concise information. 

  1. Advance Warning of Loud Noises

Giving advance warning of loud noises like bells or planned fire alarms can prevent unnecessary distress. For example, you might announce, “In 10 minutes, there will be a brief loud noise for a fire drill. Please be aware and prepare accordingly,” and include these bulletins in daily digital communications. Such notifications allow attendees to brace themselves or use ear plugs. 

  1.  Resources for Speakers

Provide speakers with resources on developing presentations that cater to different learning styles. Encourage them to use visual aids, clear structure and variety to ensure their content is engaging and accessible to all attendees. This approach helps in accommodating diverse cognitive processing styles.

  1. Sensory Tools

Offer sensory tools such as weighted lap pads, weighted vests or wiggle cushions. These occupational therapy-approved items can help individuals with sensory processing needs to remain calm and focused. Ear plugs can be helpful to manage auditory sensitivities (look for products made with eco-friendly materials and biodegradable packaging instead of foam and plastic), and portable white boards for doodling can be soothing for those who find it easier to concentrate while engaging in a low-key physical activity. A sponsorship – either accessibility related or sustainability focused – can offset the costs of these materials.

These strategies create an inclusive event environment that respects and accommodates the diverse needs of all attendees. This not only enhances the experience for those with sensory challenges or who are neurodivergent but also promotes a culture of inclusivity and understanding. 

Honeycomb Strategies specializes in impactful solutions for sustainable events, sports and venues. hcsustainability.com/hello@hcsustainability.com

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Partner Voices
  MGM Resorts is renowned for its exceptional service and diverse venue options across Las Vegas, Detroit, Springfield, National Harbor, Biloxi, and Atlantic City, providing flexible spaces for meetings of any size. Beyond these offerings, MGM Resorts distinguishes itself through a strong commitment to social responsibility and sustainability, making it an ideal choice for your next meeting.  At the core of MGM Resorts' company values is its platform, "Focused on What Matters," dedicated to meeting customer needs while advancing socially responsible practices. This commitment is evident in several key areas:  Protecting Natural Resources  MGM Resorts is home to industry-leading recycling, renewable electricity and water conservation programs. Some highlights include a cogeneration power plant at ARIA, producing ultra-efficient electricity; one of America’s largest contiguous rooftop solar arrays atop the convention center at Mandalay Bay; and onsite wells that provide water for the celebrated Fountains of Bellagio, avoiding reliance on precious Colorado River water. These efforts and many more save on natural resources while boosting attendee satisfaction.  Committed to Community  Always striving to be good neighbors, MGM Resorts works to avoid food waste and combat food insecurity with the Feeding Forward program. In partnership with local food banks, they safely divert unserved food to food insecure members of the community. Since 2016, over 5 million meals have been provided, highlighting MGM Resorts' commitment to minimizing food waste and addressing community needs.  MGM Resorts supports clients in their responsible-meetings efforts, not only with efficient venues but also waste-reducing décor and signage; sustainable food and beverage options; and outreach to help planners communicate sustainability efforts to attendees. What’s more, they offer a Mindful Meetings series that puts attendee wellness first—through fitness and mindfulness activities, and in give-back events with local charity organizations.   Fostering Diversity & Inclusion  To MGM Resorts, a diverse and talented workforce is essential to success. By cultivating innovative strategies that consider multiple perspectives and viewpoints, the company creates an inclusive workplace culture that benefits its employees and community. MGM Resorts takes pride in being a welcoming home for veterans, individuals with disabilities, people from diverse backgrounds, LGBTQ+ community members, and more. This commitment to inclusion is reflected in the company's recruitment and hiring practices and its social responsibility initiatives. From the workplace to the community, MGM Resorts' commitment to diversity, equity and inclusion remains unwavering, and its efforts continue to create a more equitable and sustainable world for all.  MGM Resorts offers unparalleled service and venue options while standing out for its proactive approach to sustainability and community engagement. Choosing MGM Resorts for your next meeting means aligning with a company that values social responsibility, efficiency, and attendee satisfaction, ensuring a meaningful and impactful event experience.