How to shape a travel and meetings policy that supports neurodiversity

Neurodiversity isn’t something that only affects a handful of people - it’s part of everyday life. In fact, it’s estimated that around 1 in 5 people are neurodivergent. Yet, many travel and meetings policies haven’t quite caught up.

That’s not to say every policy needs a dramatic overhaul. But when it comes to creating truly inclusive programmes, small changes can go a long way.

Does your policy help - or get in the way?

Let’s be honest, most travel policies weren’t written with neurodiversity in mind. They tend to focus on cost control and compliance- and while that’s important, it doesn’t always leave much room for individual needs.

The good news? You don’t need to rip up your policy and start again. But it’s worth asking:

• Is the policy written clearly and in a format that’s easy to navigate?
• Are there areas where some flexibility could be allowed without causing chaos?
• Do your travellers know who to speak to if they need support?

 A policy that’s accessible, empathetic, and responsive to feedback is one that’s already heading in the right direction.

Five things to think about

Here are a few areas worth reviewing:

1. ‍Documentation – Is the layout easy to follow? Could someone scanning it for the first time pick out what they need quickly
2. ‍Language – Keep it simple and unambiguous. Say exactly what you mean.
3. ‍Support – If someone needs to request adjustments, is it clear how to do that?
4. Policy enforcement – Is there space for common sense and discretion when it’s needed?
5. ‍Allowances and extras – Things like tray charges, lounge access, or seat selection might seem minor, but they can make a big difference to comfort and confidence.

What might need to change?

Here are a few practical considerations that came up during our latest Knowledge Exchange on neurodiversity:

Rail travel

• Allowing more time for connections
• Being flexible on seat reservations or carriage changes
• Clarifying what "Off-Peak" actually means

Air travel

• Making seat selection part of the booking process
• Factoring in longer transfer times for indirect flights
• Being clear on departure terminals and timings

Hotels and meetings

• Flexibility on hotel choices if preferred options don’t meet accessibility needs
• Considering hotel chains that actively support hidden disabilities
• Supporting in-room dining without penalties (like tray charges)
• Giving meeting organisers guidance on how to create more inclusive environments

Ground transport

• Letting people opt for taxis instead of public transport in busy or unfamiliar cities

Being inclusive doesn’t mean being inconsistent

You can still maintain structure and control while allowing for flexibility. For example:

• Hotels can still be within rate caps, but allow for exceptions when needed
• Rail can favour Off-Peak and Advance fares, but allow extra time where it makes sense
• Air can default to Economy, but allow Premium or Business in specific cases

Just make sure your travellers know how and when flexibility applies.

Don’t make assumptions - ask

Every company is different, and so are the people within it. The best way to create a policy that works? Ask your neurodivergent colleagues what helps, what doesn’t and what’s missing.

Feedback from real users is better than any checklist. It’s a great way to show that inclusivity isn’t just a buzzword - it’s something you’re committed to.

Want help shaping your approach?

If you’re already working with us, your Account Manager can help you look at your policy through a new lens and share examples of what’s working for others.

If you’re not a Clarity customer yet but want to explore how we could support your travel and meetings programme - we’d love to chat. Just drop us a line.