How to use this checklist
Go area by area before your event. For each item, check it if it is already in place. If it is not, mark it in the “still to build” space so nothing falls through. At the end, pull your three highest-leverage gaps into a short readiness summary.
You do not need every box checked to run a good event. Start with the areas that would have helped the people who could not stay last time.
Event I am planning: ______________________________
Date: ______________________________
Area 1: Space
- There is a clearly marked quiet or low-stimulation area people can use anytime
- Seating offers a sightline to the exit and a way to sit at the edge, not only the middle
- Lighting can be softened (lamps, dimmers) instead of only harsh overhead light
- Acoustics are managed (soft surfaces, not a hard echoing room) where possible
- Bathrooms, water, and exits are easy to find without asking
Still to build: ______________________________
Area 2: Schedule and Pacing
- The schedule is shared in advance with real start and end times
- Break times are built in and protected, not optional add-ons
- Each block notes what it will ask of people (listening, small group, moving, eating)
- Unstructured time is bounded and clear, not an open “mingle until lunch”
- The day is not so packed that there is no recovery room in it
Still to build: ______________________________
Area 3: Communication
- A “what to expect” note goes out before the event
- The note names the sensory reality honestly (bright, loud, crowded, quiet)
- Logistics are covered: parking, what to wear, where to go, who to find
- People know the start time, the end time, and the breaks before they arrive
- There is a clear way to reach the team with a question ahead of time
Still to build: ______________________________
Area 4: Sensory
- The quiet space is announced out loud, more than once
- Headphones, earplugs, and fidgets are welcome and said to be welcome
- Stepping out and returning is framed as normal, not as a problem
- Strong scents (diffusers, heavy fragrance, certain foods) are minimized
- People have some control over their own sensory load (seating, volume, light)
Still to build: ______________________________
Area 5: Access
- Signup includes a real open-box access question, not only a checkbox list
- Physical access is confirmed (entrances, seating, paths, restrooms)
- Captioning or written materials are provided for those who process through text
- Interpreter or captioning is arranged for Deaf or hard-of-hearing attendees who request it
- Dietary needs are handled without anyone having to explain or apologize
Still to build: ______________________________
Hearing note: Auditory processing support (steadier sound, written backup, reduced competing noise) is a different need from Deaf accommodation (interpreters, captioning, access to information through other channels). Ask each person what they need. Do not assume one solution covers both.
Area 6: Staffing
- The team is briefed on opt-out language before the event (“you are welcome to pass”)
- One person is named as the access point of contact for the day
- Facilitators know how to offer participation without putting anyone on the spot
- The team’s own pacing is planned so a long day does not run staff into the ground
- Someone is responsible for noticing and checking in if a participant goes quiet or steps out
Still to build: ______________________________
Your readiness summary
Pull your three highest-leverage gaps here, most important first.
- Area: __________________ Change I will make: __________________
- Area: __________________ Change I will make: __________________
- Area: __________________ Change I will make: __________________
Start with number one. You do not need a perfect event. You need a room that asks less of people than the last one did.
The first change I am making, and by when: ______________________________
Remember
You are not lowering the bar. You are removing the tax that had nothing to do with the point of the event. The people who could not stay were never the problem. The fit between the room and their nervous system was, and that is the part you get to design.
You’re not broken. You’re not too much. You’re smart and capable. You can do anything with the right tools.
Want to design your next event with a community of ND people who can tell you what actually helps from the inside? Start your 7-day free trial of ND Hive.
Read the full article: Designing Neuroinclusive Events, Retreats, and Communities