Setting the Stage

Best Practices for Personalizing Conference Rooms

• Create a separate, sensory-sensitive space for the client to decompress before, during, and after meetings. Many modern buildings offer dimmer switches to control light.

• The room will ideally be close to the separate working conference room.

• Draw the blinds to the floor for privacy, and give the option for natural light from the outside.

• Dress up the room a bit with a plant or flowers, stress balls and fidget toys, weighted blankets, fun mugs, and some paper (or coloring books) and drawing implements. Consider accenting with colors or trinkets that have personal meaning to the client.

• Any visual art creations by younger clients made in the space may be retained, framed, and displayed prominently during future meetings.

• Provide hot and cold beverages, including a selection of herbal teas for relaxation.

• Have audiovisual equipment set up so that white/grey noise is available, or so that the client can play their own music from a provided streaming account or their own device.

• Communicate that the client has the option to spend time making the space their own before, during, and after each meeting. Invite them regularly to break out to their separate room.

• Include a map of the floor and provide clear directions to any restrooms on the floor that are appropriate for their gender identity. Many modern offices have separate, all-gender restrooms that should be preferred over shared restrooms. Include directions to the lactation room, if applicable.