Visual Schedules and First-Then Boards: Helping Neurodivergent Kids at Festivals

Family-friendly festivals often require extra planning to accommodate all attendees – especially children who are neurodivergent. One proven strategy to support kids on the autism spectrum or with ADHD at events is using visual schedules and First-Then boards. These visual tools turn a festival’s program into an easy-to-follow plan, reducing anxiety and helping children understand what’s happening now and what comes next. By offering printable and app-based visual schedules, training staff to use them, and even setting up a laminating station on-site, festival organisers can create a smoother experience for the whole family. After all, when children can see the plan, the plan works better.

Why Visual Schedules Matter for Neurodivergent Kids

Many neurodivergent children thrive on structure and predictability. Large festivals – with their crowds, noise, and changing activities – can be overwhelming or confusing. Visual schedules are essentially picture or icon-based timelines of the day’s events. They allow a child to visually process the sequence of activities, making the unfamiliar environment of a festival more predictable.

For example, instead of a child only hearing “We’ll go to the music stage after lunch,” they can see a picture of a lunch ? followed by a picture of a stage ? on their schedule. This concrete representation helps in several ways:

• Reduces anxiety: Knowing what comes next can ease worry. Surprises or sudden transitions are tough for many kids; a visual schedule sets clear expectations.
• Supports communication: Non-verbal or speech-delayed children can point to pictures to express needs or preferences. For instance, a child might point at the ? (toilet) icon to indicate they need a bathroom break.
• Increases cooperation: When a child knows a preferred activity is coming later, they’re often more willing to do a less-preferred activity now. (This is where First-Then boards shine, e.g., “First watch the show, then we’ll have ice cream.”)
• Promotes independence: Older children or those accustomed to schedules can follow along on their own by checking off completed activities, giving them a sense of control and accomplishment.

Offering Printable and App-Based Visual Schedules

A forward-thinking festival producer will cater to different preferences by providing both printable and app-based visual schedules:

• Printable Visual Schedules: Create a PDF or physical booklet with picture icons for each time slot or activity in your festival programme. Families can download and print these at home before coming, or pick up a printed copy at the entrance or info desk. Ensure the layout is clear with large, simple images and bold text labels. For example, a science festival in Singapore might include icons like ? for a chemistry demo, ? for a tech workshop, and ? for a quiet sensory room.
• App-Based Schedules: If your festival has a mobile app or partners with one, incorporate a visual schedule mode. This could allow parents to select the events they plan to attend and see them arranged with icons and easy-to-read timings. Some third-party apps (often used in special education) let caregivers create custom visual schedules on a tablet or smartphone. Providing a pre-made icon pack of your festival’s activities for these apps can be incredibly helpful. For instance, a festival in Australia offered an icon set of their attractions (? art tent, ? carnival ride, ? live music) compatible with a popular visual schedule app – enabling families to build a digital plan for the day.

By offering both paper and digital options, you empower families to choose what works best. A printed schedule can be stuck onto a clipboard or folded into a pocket, whereas an app-based one might send reminders or be easier for tech-savvy kids. Always make the download link or app information easy to find on your website under an “Accessibility” or “Family Resources” section.

Including First-Then Boards and Custom Icon Packs

Alongside full-day schedules, First-Then boards are a simple but powerful tool, especially for younger children or those who might be overwhelmed by a full schedule. A First-Then board literally has two steps visible: the “First” (an activity happening now or immediately next) and the “Then” (the following activity, often something the child enjoys or has been promised).

• First-Then Templates: Provide families with a small template (usually two boxes or spaces labeled “First” and “Then”). This could be a card or a half-sheet of laminated paper. Parents or staff can attach icons or write words in these spaces. For example, at a food and music festival in Canada, a parent might set up a First-Then like “First [? eat lunch], Then [? balloon animals]” to motivate a child to finish their meal knowing a fun activity is next.
• Icon Packs Tied to Your Programme: Visual support works best when it’s tailored to the actual event. Create a set of simple icons representing key locations and activities at your festival. These might include generic ones like ? food area, ? toilets, ? main stage, and specific ones like ?? craft corner, ? circus show, or a logo of a headline act. If you’re running a festival in multiple countries or a touring event, consider culturally appropriate icons or multilingual labels (e.g., “toilet/baño/WC” under the toilet icon for an event in the US–Mexico border region). Offer these icons as a free downloadable sheet on your site and have printed, pre-cut icons available at the info desk or family services booth. Families can mix and match to create a schedule or use them on First-Then boards.

Providing custom icon packs not only saves parents the effort of drawing or finding pictures on the spot, but also ties the visual support directly to your programme. Make sure the icons are high-contrast and clear (a simple cartoon style works well) so that children can recognize them easily. Laminate or print them on card stock for durability.

Training Front-Line Staff to Use Visual Supports

Even the best tools won’t be effective if staff are unaware or untrained. All front-line festival staff and volunteers – from greeters to info desk attendants and stage managers – should be briefed on the visual schedule initiative:

• Sensitivity and Awareness: Train staff on why visual schedules and First-Then boards are important. A short orientation (possibly developed with an autism support organisation) can help staff understand neurodivergent children’s needs. Emphasise patience, use of clear language, and respectful communication. In the UK, for instance, some festivals invite autism specialists to run training sessions, ensuring staff know how to approach an overwhelmed child or anxious parent.
• Practical Usage: Staff should know where to find the visual schedule materials (like printed schedules, templates, and icon packs) and how to use them. Role-play scenarios during training: e.g., a parent at a music festival in New Zealand asks how to keep their ASD child calm during a long set changeover. A well-trained staff member might respond by helping build a quick First-Then sequence: “First we listen to music, then we go get ice cream,” placing the corresponding pictures on the board.
• Empowerment to Assist: Encourage staff to proactively offer help. If they see a child in distress or wearing noise-cancelling headphones (a common sign the family is trying to manage sensory input), they can gently ask the family if a visual schedule would be useful. Simply saying “We have picture schedules and a quiet area if you need them” shows that your festival is welcoming and inclusive.
• Consistency: Make sure every entrance, info point, and children’s area has at least one person who knows the system well. Families will be pleasantly surprised when a staff member at a festival in India, for example, not only provides them with a visual schedule kit but also explains with a smile how to use it.

Training pays off quickly: when staff understand these tools, they become allies to the families, helping navigate the festival with less stress. This also fosters goodwill – a positive word-of-mouth that your event truly cares about all its guests.

Laminating Stations at the Info Desk

One practical tip from seasoned event organisers is to set up a laminating station at your information desk or dedicated family services area. Laminating visual supports on-site offers several benefits:

• Durability: Festivals can be messy (think sudden rain at an outdoor fair in Germany or spilled drinks at a carnival in Mexico). A laminated schedule or First-Then card withstands water, dirt, and repeated handling without tearing. It’s also easier to wipe clean if needed.
• Reuse and Customisation: With laminated boards and icons plus a bit of Velcro, families can stick on and peel off icons as the day progresses or plans change. For example, if a scheduled magic show is delayed or a child decides to skip an activity, the parent can rearrange or replace the icons on the fly. This flexibility is great for accommodating the child’s mood and energy level throughout the day.
• Tactile Engagement: Many neurodivergent kids enjoy the tactile aspect of sticking Velcro-backed pictures onto a board. Engaging multiple senses (sight, touch) can reinforce the schedule in the child’s mind.
• Professional Appearance: Offering to laminate shows that your festival went the extra mile. It signals to parents that “We thought about your needs in advance.” This service is relatively low-cost – a couple of small laminating machines and thermal pouches – but it leaves a strong impression. At a tech expo in France with a family day, the organisers noted that their laminating station became a hub where parents shared tips and kids proudly showed off their personalised schedules to each other.

Advertise the laminating station in your festival guide and on signage. A simple notice, “Visual Schedule Laminating – Free,” at the info booth can draw in families who might not have known about the offering. Also, keep some pre-laminated generic First-Then boards handy in case a family needs one quickly and doesn’t have time to custom-build a schedule.

Making It Work: Tips for Success

Implementing visual schedules and First-Then boards at a festival may require some trial and error. Here are additional tips to ensure success:

• Promote in Advance: Let attendees know ahead of time that these resources will be available. Use your website, social media, and pre-event emails to highlight the “sensory-friendly” or “family inclusion” features like visual schedules. This way, families who need them can prepare or look forward to using these tools.
• Collaborate with Experts: If possible, consult with local autism advocacy groups or special education teachers when designing your icon set and schedule layout. Different cultures might have unique communication symbols – for instance, an organisation in Japan might advise using specific colours or manga-style icons that children there resonate with. Their expertise can ensure your supports are effective and culturally sensitive.
• Pilot Program Feedback: Start with a small-scale test at one event or during an off-peak time. Gather feedback from parents and even from the kids. What did they find most useful? Did they suggest any new icons? Continuous improvement will make your system even better in future festivals.
• Integrate with Festival Operations: Make sure your festival schedule (timing of events, locations, any changes) is synchronised with the visual aids you provide. If a stage event is cancelled or delayed, update the info at the info desk so staff can inform families to adjust their visual schedule accordingly.
• Additional Aids: Remember that visual schedules are one of many tools for an inclusive festival. Consider other autism-friendly measures like sensory break areas (quiet zones), clear signage, staff wearing badges indicating they’re trained in accessibility, and offering ear defenders or sensory kits (many festivals in the USA and Canada now partner with organisations to provide sensory bags with items like fidget toys, noise-cancelling headphones, etc.). These combined efforts reinforce that your event is a welcoming space.

Conclusion

By offering visual schedules and First-Then boards – in both print and digital formats – and backing them up with staff training and on-site resources, festival organisers can significantly improve the experience for neurodivergent children and their families. It transforms a potentially overwhelming day into one where the child feels secure and engaged, and the parents feel supported. These visual tools may seem simple, but they address a fundamental need: understanding “what comes next.” When a child can easily see the plan for the day, meltdowns and stress give way to confidence and enjoyment. The entire festival community benefits, as an inclusive atmosphere means everyone can share in the fun and magic of the event.

In festival production – whether it’s a bustling city carnival in New York, a cultural fair in New Delhi, or a weekend music festival in New Zealand – success isn’t just measured by tickets sold, but by memories made. Embracing tools like visual schedules ensures those memories are positive for every guest. When children can see the plan, the plan works better.

Key Takeaways

• Visual schedules (with pictures/icons) help neurodivergent children navigate festivals by making the event predictable and reducing anxiety.
• Offer both printable schedules and app-based options so families can choose their preferred format; include pre-made icons tied to your festival’s activities.
• Use First-Then boards to break the day into manageable steps (e.g., “First this activity, then that reward”), which is especially helpful for children who get overwhelmed.
• Train festival staff on how to use and introduce these tools – staff should be prepared to offer a visual schedule or First-Then board to families and assist with it.
• Set up a laminating station at the info desk so schedules and icons can be made durable on-site (great for weather-proofing and reuse with Velcro pieces).
• Plan and promote these resources as part of your event’s accessibility features. An inclusive, family-friendly festival not only helps those who are neurodivergent, but creates a happier experience for all attendees.