DEVENT planning resources
Planning a Quiet Space for an Event
A quiet place gives guests somewhere to take a break from a busy room. Ask the venue and the people who may use it what would make the space useful and accessible.
Ask what guests need
Provide a private way for guests to discuss access or sensory requirements. Do not ask for a diagnosis or assume that everyone wants the same lighting, seating or level of quiet. Agree which information needs to be shared with the venue and event lead.
Choose and inspect the room
Ask whether a separate room or sheltered area is available for the full event, including setup and any late activities. Check the route, doorway, seating and access to toilets. Visit it while nearby sound equipment is operating if practical, and discuss any limitations with the venue.
Keep the purpose clear
Decide whether the space is for quiet breaks, feeding, prayer or another purpose; different activities may need separate arrangements. Ask the people using it what privacy and access they prefer. A quiet room should not automatically be used for storage or staff breaks.
Make it easy to find
Give guests clear directions and a contact in the invitation or welcome information. Brief the venue team on where the room is and who can answer questions, without sharing private information about individual guests.
Review the arrangement on the day
Ask the coordinator to check that the room is open and the route is usable, and to tell the venue if conditions differ from what was agreed. If a guest asks for an adjustment, discuss the practical options directly with them and the venue.
Worked example · illustrative details
A reception with live music
The hosts ask the venue to make a separate room available during the reception. They check that a guest can reach it without stairs, provide a chair and tell the welcome team where it is, without identifying who might use it.
Your next steps
- Ask guests privately what would help.
- Inspect the room and accessible route.
- Agree its purpose, availability and directions.
- Assign a contact to check it on the day.
Common questions
Does every guest with a disability need a quiet room?
No. Needs and preferences differ. Offer a way to discuss individual arrangements without making assumptions.
Can the quiet room also be a storage area?
Discuss its intended use with the venue and guests; storage activity can make it less useful as a place to take a break.
Useful next steps
Sources and further reading
Explore DEVENT before choosing your plan
Try sample tools and review current access, plan availability and automatic communication requirements.
View current plans