Creating Calm: Designing more sensory-friendly events

When planning an event, we often focus on exciting visuals, vibrant music, and high energy (all of which are important)! But sometimes, more isn’t always better. Sensory overload can turn what should be a joyful experience into an overwhelming one. In fact, according to the National Institutes of Health, 16.5% of people in the U.S., which is over 55 million individuals, experience sensory processing challenges.

Think of it like having too many tabs open on your computer: everything slows down, and eventually, it freezes. That’s exactly how sensory overload can feel. So, how can we strike the right balance between stimulation and serenity? Let’s talk about how to create sensory-safe experiences at events.

Start with the Space: Design for Calm

One of the easiest and most impactful ways to support guests with sensory sensitivities is to designate a quiet space. This doesn’t have to be an elaborate room—just a small area with soft lighting, comfortable seating, and minimal noise. It gives guests a place to reset, breathe, and return to the event when they’re ready. Include clear signage so guests know this space is available, and consider noting it on event maps or programs.

Music & Sound Zoning

Music sets the tone for an event, but overly loud or constant background noise can create unnecessary stress. Work with your AV team or DJ to create moments of silence or softness throughout the event. Consider a “sound check” from multiple vantage points before the event begins, and avoid sharp or sudden transitions in audio. For networking, dinner, or cocktail conversation, stick to calm, relaxing sounds such as soft music, piano, or ambient tracks. Keep volume between 60–70 dB. Volume control isn’t just for those with hearing sensitivities—it improves the experience for everyone. 

Clear Wayfinding & Communication

Too much visual clutter—like an over-decorated space or hard-to-read signage—can be overwhelming. Make signage easy to understand by using large, simple fonts, and clear icons throughout your venue. Let guests know what to expect, especially when it comes to sensory elements. Use icons when appropriate to make navigation easier for everyone, including those with cognitive or developmental differences.

Lighting Matters

Flashing lights, strobes, or overly bright displays can be disorienting for some attendees. Opt for warm lighting when possible, and give advance notice if any lighting effects will be used, especially in performances or presentations. You can also avoid bright fluorescents in favor of natural or indirect lighting.

Mind the Air

Scent is one of the most powerful yet often overlooked sensory triggers. Avoid strong candles, diffusers, or floral centerpieces with intense fragrances. Communicate with venues to limit or eliminate cleaning chemicals with strong odors before the event begins. Good ventilation and clean air circulation are also essential, especially for guests with asthma or other sensitivities. If your event is in a confined space, consider bringing in air purifiers or using spaces with open windows or outdoor access.

Most Important: Lead with Empathy

Sensory accessibility isn’t about perfection, it’s about intention and inclusion. Ask yourself: Would I feel safe and comfortable in this space? Events that balance energy and calm don’t just feel better, they’re more memorable. When people feel safe and seen, they are more likely to stay longer, engage more deeply, and walk away with a lasting impression about the organization. 

Every brain deserves to feel welcome. If you are ready to create more inclusive, sensory-friendly experiences at your events, we would love to help—schedule a consultation today.

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