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How To Prepare For An Event

17 April 2025

Sensory processing supports how we make sense of and de-code our experiences. For some people, the more stimulation the better. For others seemingly mild stimulation, can be overwhelming. In this article, Anne-Marie Harrison, Education Director from Ideas Afresh, shares valuable insights on how to accommodate sensory needs during events.

Preparing for sensory challenges

Events like blowing out candles on a birthday cake or using sparklers can bring a mix of emotional, social, and sensory experiences. Consider whether the cake features a favourite character that will be cut, or how a child might respond to live flames or the attention of people singing. These moments can be exciting, but they can also feel overwhelming, especially when emotional changes heighten sensory responses.

Timings and transitions

Some families find that time-limited attendance works best. Popping in just for the cake, collecting a party bag, or even dropping off a gift beforehand can help reduce anxiety. For others, the end of a fun event may feel difficult, so preparing for transitions is important. Visual timetables, including a clear plan for leaving and going home, can provide helpful structure.

Setting boundaries

Be honest about what works for your child and for you. Using phrases like “for now” or “at the moment” when responding to invitations can help communicate boundaries with kindness. Most importantly, make decisions around parties and celebrations that reflect your child’s needs and your family’s wellbeing.

Consider the seven senses:

Sound

Will noises of other people or entertainment be challenging? If a person has misophonia then encourage a space in the seating plan so body noises is diluted. For these situations ear plugs, head phones or ear defenders can be helpful.

Taste

If foods are likely to be unfamiliar it is a good idea to take along snacks and foods that are normally enjoyed.

Touch

Some children may prefer plastic, wooden, or paper plates, while others might find them unfamiliar or uncomfortable. Finger foods can be helpful for some, but tricky for others so it’s always best to offer cutlery, even if you’re serving a finger buffet. Small bowls or sectioned plates can also be a great option for children who are sensitive to different foods touching.

Smell

Have a familiar smell on a scarf or napkin that can support a comfortable experience

Sights

Having sunglasses, peak caps for light sensitivity. Coloured light torch, sparkle tubes or disco balls may be enjoyed by some.

Vestibular

It is worth considering seating. It may be the vestibular sense that triggers a need to swing or rock around. Stretchy gym band around the chair legs if sitting at a party table can be helpful to tap feet against and lessen the likelihood of kicking the child opposite! Blow up cushions, bean bags are good alternatives. Avoiding musical statues type games that require balance can help increase confidence in participating.

Pro-perception

Navigating available space. For some having the party set up in advance so they can familiarise themselves with any changes can be helpful. Party games and activities are likely to be more successful if the sensory experiences of these are considered. Understanding how close or far apart to stand. Planning activities and games that are clear having items to hold, something to sit on like a circle spot can be helpful. Planning indoor or outdoor celebrations need to include these sensory considerations.

Remember wisdom and wellbeing is striking the right balance, for your particular circumstances, between participation and self-preservation! There is far more value in an enjoyable fifteen minutes than a painfully tolerated hour.

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