9 Ways to Make Meetings More Neurodivergent-Accessible

November 14, 2024

Making your meeting more welcoming for neurodivergent attendees may be easier than you think.

Neurodivergent people used to have to suffer in silence at large group meetings and events — or just avoided the hassle by choosing not to attend. Fortunately, now there’s more of a recognition that those whose brains process sensory and informational data differently from neurotypical brains due to autism spectrum disorder, attention-deficit hyperactivity disorder, dyslexia, Tourette syndrome or some other cause may need some accommodations to be able to fully participate in meetings and events.

Also fortunately, it’s not difficult to make those accommodations. Here are some steps meeting planners, venues and destinations are taking to make meetings more accommodating for neurodivergent attendees — and for neurotypical attendees who also may appreciate some of the same considerations.

Create a quiet room. Big meetings and events can be sensory overload for everyone, so why not designate quiet zones where attendees can go to take a break from all the noise and crowds? These spaces should be tucked away from the main activity areas, but close enough to make ducking out for a quick break a doable option. Include calming elements like dimmable lights, comfortable seating and noise-cancelling headphones/ear buds, and make sure the space is clean and uncluttered. Some also include beanbag chairs, bubble walls, tactile art and activity panels.
Avoid harsh lighting. Outside of these quiet rooms, the entire meeting space can be more neurodivergent-friendly. Avoid harsh fluorescent lighting in favor of adjustable lighting throughout the space and areas with natural light. Also, let attendees know that it’s OK to wear hats and/or sunglasses indoors if the lighting is too harsh.
Mitigate loud noises. Loud noise also can be difficult for neurodivergent people. Some ways you can minimize their discomfort is to minimize background noise and loud public announcements — and try to ensure your event spaces have good acoustics with minimal echo. Again, noise-cancelling headphones/ear buds can help if your space can’t be made more neurodivergent-friendly.
Provide self-soothing options. Consider having a “sensory station” that offers fidget spinners and other calming sensory items.
Avoid strong smells. Because scents also can be difficult for the neurodivergent — and anyone who has a scent allergy or sensitivity — check the bathrooms to ensure there’s no strong artificial air fresheners, and tell your staff to avoid wearing strong-smelling perfumes, colognes and body lotions.
Adjust your food and beverage options. Ask about dietary requirements in advance, including food allergies and sensitivities. Some neurodivergent people have sensitivities to certain flavors and textures that should be taken into consideration when planning menus.
Allow for different seating preferences. Offer a variety of seating and standing options for both breakouts and general sessions.
Use technology to maximize inclusion. Real-time captioning of general sessions, live interpretation services, and interactive event apps that feature accessibility options are all good accommodation options. Interactive maps also can help those with cognitive differences such as dyslexia and ADHD more easily navigate the event spaces.
Educate your staff. Train your staff to understand the needs of neurodivergent attendees and how they can best assist them. There are organizations that provide this type of training, as well as sensory inclusion certifications.

Venues and Destinations Are Becoming More Neurodivergent-Friendly

Some destinations are taking accommodation of neurodivergent visitors to heart. For example, Philadelphia became the first Certified Sensory Inclusive City, “meaning we have 16,000 city employees who are trained in sensory awareness,” says Sheila Alexander-Reid, who leads the Philadelphia CVB’s PHL Diversity initiative.

Other cities that have received certifications related to being autism-friendly or neurodiversity-inclusive include Mesa, Ariz., which has received the Autism Certified City designation, which means many of its attractions, hotels and restaurants have trained their staff on how to accommodate and support people with autism. Visalia, Calif., also earned a Certified Autism Destination designation in 2022. Myrtle Beach and Surfside Beach in South Carolina also are certified as autism-friendly destinations.

On the hotel side, Marriott International recently partnered with the Neu Project, an initiative from Google’s Experience Institute (Google Xi), to incorporate neuro-inclusive practices at its own customer meetings and events. For example, it has introduced quiet rooms and closed-captioning for main stage presentations, and attendees also can request tools such as sensory toys, noise-cancelling earplugs and printed agendas when they register for events at Marriott properties. The company also has been conducting active listening sessions in partnership with the Neu Project to help continue to shape future actions.

Convention centers also are getting on board. One is the Overland Park Convention Center in Overland Park, Kan., which has completed a sensory-inclusive certification training through KultureCity. It now has a fully equipped sensory room near the exhibit hall entrance. Calgary’s TELUS Spark Science Centre also has some interesting accommodations available, including Sensory Backpacks containing resources for self-regulation, tactile input, attention-focusing and body awareness support that can be borrowed for free.