Imagine a bustling festival where everyone – from excited children to neurodivergent adults – can get their needs across even without saying a word. Communication boards are transforming festivals into more inclusive and family-friendly spaces by bridging language and ability gaps. These low-tech boards display simple words and symbols (for essentials like help, water, toilet, quiet, lost, etc.) that anyone can point to in order to communicate basic needs. Around the world, forward-thinking festival organizers are installing communication boards at information desks, first aid tents, and stage areas to ensure no request goes unheard. This simple addition is proving to reduce meltdowns and misunderstandings, making events smoother and safer for everyone.
What Are Communication Boards?
Communication boards – often used in special education and therapy – are essentially posters or boards with pictures and words that represent common needs or phrases. They originated as part of the Picture Exchange Communication System (PECS) for nonverbal individuals, but their usefulness extends to anyone facing a communication barrier. At a festival, these boards might include illustrations and words for things like Food, Water, Bathroom, Help, and Quiet. An attendee who is nonverbal, speaks a different language, or is simply too overwhelmed to talk can point at the relevant icon. For example, a child could point to the water icon to show they’re thirsty, or an overwhelmed guest might point to quiet to request a calm space. This allows quick, clear communication with staff without needing any special equipment or apps.
Placement: Desks, Stages, and Other Key Spots
It’s crucial to position these boards where attendees most often seek help or information. Common locations include:
– Information Desks & Entrances: A large communication board at the main info booth or festival entrance helps guests express needs as soon as they arrive or if they’re lost. Staff at the info desk can use it to guide conversations (“Do you need help or water?”).
– First Aid and Welfare Tents: Medical or welfare areas should have boards so that someone in distress can easily indicate symptoms or needs (e.g. pointing to help or an ouch symbol if available).
– Stages and Crowd Areas: Posting a board near major stages or having security staff carry a handheld version can assist nonverbal children or adults in the crowd. If a person up front is feeling overwhelmed, they could point to quiet or toilet to tell security they need to exit to a calm area.
– Kid Zones & Family Areas: Family activity zones, lost-child centers, and any kids’ play areas benefit from communication boards so that young children (who might not have full speech yet) can also indicate what they need.
By placing boards at “desks and stages”, festivals cover both the quieter help points and the loud, stimulating zones where communication might be difficult. The goal is to have a board visible wherever staff and attendees interact under stress or urgency.
Core Words and Icons to Include
Effective festival communication boards focus on core needs that often require urgent or important communication. Based on real-world use, here are key words to include:
– Help: Universal distress word – if a guest needs assistance or first aid, this icon (perhaps a question mark or a helping hand symbol) gets staff attention quickly.
– Water: Festivals are active and dehydrating. A water icon (cup or bottle) lets someone request a drink or refill.
– Toilet: A toilet/bathroom symbol is vital for when someone urgently needs the restroom but can’t verbalize it.
– Quiet: Depicted by an ear or “shhh” symbol, this indicates the person needs a less noisy environment (useful for those with sensory sensitivities looking for a quiet zone).
– Lost: Often shown with a question mark or a searching figure, this helps a lost child indicate “I’m lost” or allows a parent to convey they’ve lost their child. It can also cover lost items or general disorientation.
These core words are chosen because they address common situations that, if unmet, could lead to meltdowns or emergencies. For instance, a nonverbal autistic child who can’t find the toilet might panic or have an accident – but pointing to toilet on the board averts the crisis. Likewise, quiet is a lifesaver for someone feeling sensory overload and on the verge of a meltdown. In practice, many boards also include icons for food, drink, first aid, exit, yes/no, or an alphabet – but it’s best to start with a handful of essential symbols that are easy to recognize. Keeping the board simple makes it less overwhelming to use.
Multilingual and Visual Design
A festival’s communication board should reflect the diversity of its attendees. This means:
– Multiple Languages: Print the word for each icon in a few common languages for your audience. If your festival is in New Zealand, for example, including English and M?ori text under the symbols can welcome both communities. European festivals might add English, Spanish, French, or any language commonly spoken by visitors. Even if staff only speak one language, the presence of other languages on the board allows a non-English speaker to point to the word they recognize for their need.
– Universal Icons: Use clear, universally understood pictograms. Symbols for basics like water, toilets, or first aid are often standard around the world (e.g., the stick figure icon for bathroom). Make sure the icons are simple and high-contrast so they’re visible in a crowd or low light. Colourful pictures attract children’s attention, but avoid too much clutter – each symbol should be distinct.
– Size and Durability: Boards at fixed points (like info desks) should be large enough to be seen from a short distance (to draw people to them), and mounted at an accessible height for wheelchair users and children. Use weatherproof, laminated posters or rigid boards so they withstand outdoor conditions and eager little hands. On stages or with roaming staff, smaller handheld boards or clipboards can be used so staff can bring the communication aid directly to a person in need.
Including multiple languages and pictures isn’t just about translation – it sends a message that everyone is welcome. A family from abroad or a child who can’t read yet will both feel more comfortable when they see their way of communicating represented. Many events partner with specialists or use established symbol libraries (like Widgit or Smarty Symbols) to design their boards, ensuring the images are age-appropriate and easily identifiable.
Training Staff to Use Communication Boards
Installing the boards is step one; step two is making sure festival staff know how to interact using them. Proper training transforms a static board into a living communication tool. Key training tips include:
– Patience and “Wait Time”: Staff and volunteers should allow extra time when interacting with someone using the board. Silence can feel awkward, but it often takes a moment for a non-speaking person to process and select the right icon. Training should emphasise not to rush or answer for the person – give them a moment to point.
– Point and Ask: Staff can actively use the board too, not just stand by. For example, if a child looks distressed, a staff member might point to the help icon and ask (with a gentle voice and body language) “Do you need help?” Or if a festival-goer appears lost, staff can gesture to the lost icon as a question. By pointing at an icon while speaking, you give a visual cue that can be easier to understand than words alone.
– Confirm Understanding: When a person points to an icon, staff should confirm it to make sure they got it right. A simple technique is to point back to the same icon and nod, saying the word: e.g., “Toilet? Okay, the toilets are this way.” If a board has yes/no, they can use those to double-check (“Water? You want water? Yes?”). This confirmation step is critical to avoid misunderstandings – it ensures that, for instance, the staff doesn’t mistake a lost request for a toilet request or vice versa.
– Stay Friendly and Calm: Nonverbal communication can be stressful for someone in need; a calm, friendly demeanour from staff goes a long way. Training should include disability awareness and cultural sensitivity so that staff aren’t patronising. They should speak to the person normally (unless the environment is too loud), and use the board as a support tool rather than treating the person like they are incapable.
By preparing staff in these methods, festivals create a culture where using the board is normal and encouraged. In fact, many attendees (and staff) may be unfamiliar with communication boards at first. A brief orientation during volunteer training or staff briefings can include role-playing scenarios – like pretending to be a lost nonverbal child – to practice the “wait, point, and confirm” approach. The more comfortable staff are with the boards, the more naturally they’ll incorporate them into real interactions.
Downloadable Boards for Home Practice
An often overlooked but impactful strategy is to make your festival’s communication boards available online before the event. By offering a downloadable version (PDF or image) of the board on the festival website or in pre-event emails, you empower families and support workers to prepare. Parents of children with special needs, for example, can print the board and practice at home: “Which of these symbols might you use if you need something at the festival?” This kind of preparation helps reduce anxiety for non-speaking attendees by making the festival environment more predictable.
Real-world case studies underscore the effectiveness of this approach. One performing arts venue, The Bushnell Center in the US, provides a mini core communication board in its sensory accessibility kits and also offers that board for download on its website (autismspectrumnews.org). Festival organizers can do the same by simply sharing the image file of their communication board. Not only does this assist attendees who use similar boards daily, it also signals that your event is truly inclusive and welcomes guests who communicate differently.
For instance, the autism-friendly Spectrum Festival in the UK shares its communication board and a “Story to Help” guide on its website in advance, so families can familiarise themselves with festival routines and symbols. This meant that when guests arrived on-site, children were already recognizing the symbols around them, turning communication into a fun scavenger hunt rather than a daunting task. Some families even reported making a game out of spotting the symbols at Spectrum Festival, which kept children engaged and comfortable in the new environment. By removing the element of surprise, downloadable boards let attendees practice and build confidence, dramatically improving their festival experience.
Success Stories and Benefits
Numerous festivals and community events around the globe have reported positive outcomes after introducing communication boards:
– In Australia, the fully inclusive Ability Fest in Melbourne set up a communication board at its info tent as part of its accessibility initiatives, and saw how it helped attendees of various abilities get assistance more easily.
– In the UK, Spectrum Festival – an event dedicated to autistic children and their families – became the country’s first official “Symbol-Friendly” festival by working with specialists to install symbol boards and signs throughout the venue. The festival director noted that the communication boards were a “wonderful addition for our visitors” and even said she “couldn’t run Spectrum as easily” without them (www.widgit.com). This highlights how much these boards improved the festival’s operations and guest experience.
– Public parks and playgrounds from Scotland to California have also embraced similar picture boards to help nonverbal children communicate during play. This trend in family spaces shows a growing recognition that communication access is a must-have, not just a nicety.
The key benefits observed include:
– Preventing Meltdowns: By enabling people to quickly express a need (like needing a quiet break or a drink of water), festivals can intervene before frustration boils over. For many autistic individuals, being unable to communicate can lead to sensory meltdowns or panic. A communication board is a lifeline in those moments – it provides an immediate, understood outlet for their needs. If an attendee can point to quiet, staff can escort them to a chill-out zone before things escalate.
– Improving Safety: Quick communication of urgent needs (lost child, medical help, etc.) means faster resolution. A lost child who may be too frightened to speak can point to lost, alerting staff to spring into action. In emergencies, seconds count – the board can shave off precious time by eliminating language barriers.
– Inclusive Customer Service: From a guest services perspective, communication boards ensure no attendee is left stranded. Whether someone has a disability, a speech impairment, or simply doesn’t speak the local language, they are still able to get help. This level of inclusivity builds goodwill. Families who have children with special needs, for example, are more likely to attend (and return to) events where they know these supports are in place. It transforms word-of-mouth in those communities – your festival’s reputation grows as a safe, welcoming environment.
– Positive Atmosphere: Event producers who have implemented visual supports often describe a noticeable change in the vibe. When people feel understood and included, they’re happier and more relaxed. At Spectrum Festival, organizers observed that having symbols everywhere helped maintain a calm environment and even added an element of engagement for kids. Instead of stressful moments of miscommunication, you get positive interactions. Staff also report higher confidence when they have tools to help guests, which improves morale and service quality.
– Learning and Awareness: Interestingly, communication boards can become a talking point that spreads awareness about different communication needs. Even children who don’t rely on the board often show curiosity when they see it in use. As they observe how some peers use pictures to communicate, they learn from a young age that people express themselves in different ways (www.adirondackdailyenterprise.com). In a festival context, this can foster empathy and understanding among attendees – aligning with the inclusive spirit many festivals strive for.
Implementation Tips
For festival producers eager to implement communication boards, here are some practical tips to ensure success:
– Consult Experts or Community: If possible, collaborate with speech and language therapists or special education teachers when designing your board. They can advise on symbol choices and layout. Also consider reaching out to local autism support groups or disability advocacy organisations – they might provide insights or even pre-designed templates that have worked well in your region.
– Pilot Test at a Small Scale: If you’re unsure how your audience will react, start with one or two boards at an event and see how they’re used. You might place a board at the main info desk and quietly train a couple of staff. Monitor its use: Are people noticing it? Are they using it appropriately? Gather feedback from any families who used it. This trial can guide you in refining the design or adding more boards in future.
– Visibility and Signage: Make sure people know the boards exist. You can include a note in the festival programme or map legend (e.g., “Communication boards are available at all info points and first aid tents for anyone who needs help communicating.”). Also, put a sign on the desk itself like “Communication Board Available Here” to catch the eye of someone in distress. Sometimes the people who need these supports won’t know to ask, so proactively advertise their availability.
– Staff Buy-In: Encourage your team to embrace the concept. Some staff might initially feel shy about using a board (“Will it offend someone if I offer it?”). In training, emphasise that this is about helping not offending, and that many attendees will be relieved and grateful. Share any success stories (like those above) with your team so they understand the real impact. Perhaps designate a few volunteers as “Accessibility Champions” who carry portable boards and roam, assisting where needed.
– Maintain and Update: Treat communication boards as part of your essential festival kit. Clean them, repair them if damaged, and update the content if you discover additional words would be helpful. Different festival genres might call for different extra icons – e.g., a music festival might add earplugs or dance symbols, a food festival might include vegetarian or spicy icons to assist at food stalls. Be attentive to what queries repeat and consider adding those next time.
By thoughtfully implementing these boards, you not only meet immediate communication needs but also project a strong message of inclusion and care. Modern festivals thrive on community and connection – communication boards are a tangible way to ensure everyone can be part of that connection.
Key Takeaways
- Low-Tech, High Impact: Simple picture-and-word boards placed at festival help points allow nonverbal or language-challenged attendees to express basic needs. This low-tech solution can be a game-changer for accessibility and safety.
- Strategic Placement: Install communication boards at information desks, first aid stations, kid zones, and near stages or crowd areas – anywhere attendees might need quiet or urgent help. This ensures help is always just a finger-point away.
- Core Icons & Multilingual Text: Focus on essential needs like help, water, toilet, quiet, and lost (with clear symbols), and include multiple languages on the board. This makes communication universal, so whether someone speaks English, Spanish, or uses sign language, they can recognise and point to what they need.
- Train and Empower Staff: Teach festival staff and volunteers how to use the boards interactively. Key skills are patience (waiting for responses), pointing to ask questions, and confirming understanding. A well-trained team will proactively use the boards, making attendees feel heard and valued.
- Pre-Event Preparation: Provide your communication board online for attendees to download and practice. Giving families the chance to familiarise themselves with the symbols beforehand reduces anxiety and helps attendees use the boards confidently on-site.
- Reduced Meltdowns, Happier Guests: Ultimately, communication boards significantly cut down on meltdowns, frustration, and misunderstandings during events. Attendees who can get their needs met easily are calmer and happier – leading to a more positive festival atmosphere for everyone. An inclusive festival is not only ethically right, it’s also good for business, as satisfied attendees are likely to return year after year.
25th August 2025