How to plan a successful event: Looking after your delegates wellbeing
Looking after the wellbeing and welfare of guests is paramount in ensuring events are successful, memorable and keep your guests wanting to return.
A lot of time and work goes in to organising an event, ensuring the content is great, the presenters are prepped, and the location is fit for purpose. But If a delegate arrives to the event stressed, then they are going to struggle to engage properly in the day, and all the hard work organising a purposeful event is wasted.
It is therefore important to consider, when planning an event, the movements of the attendees from the minute they leave home to the moment they leave the venue at the end of the event. Although you can’t prevent them from spilling their breakfast down their shirt, not being able to find their car keys, or tripping over the dog before they leave their home, you can control some aspects of their day to ensure they go smoothly!
Choosing a convenient location with stress-free travel
Travelling can be stressful, and a straightforward and smooth journey can really help set the mood for the day ahead. Considering your guests may be travelling from all over the country, choosing a venue in a central location, and therefore a similar journey time for all, can be a great starting point so guests feel they’re being treated equally without feeling ‘put out’ that they have had to travel further than others.
For guests travelling by car, choosing a location with good road networks, clear signage and ample free, on-site parking are all things that can have a positive impact in setting a good tone for an event.
Providing clear directions prior to the event, a tested postcode or ‘what3words’ location for sat navs and advising of any potential road closures or traffic issues in the area, prior to the event, will all be appreciated by guests.
Encouraging car sharing, where appropriate, is also a great way to help reduce the carbon footprint of your event.
City centre venues can often be busy and traffic issues can impact on delays to event start times, so by choosing an out-of-town venue with ample parking can eliminate stress caused by traffic and the search for a car park or space. For group travel, selecting an out of city venue can also make travel much easier for coaches and mini-buses arriving, without having to navigate city centres and tight car parking spaces.
Delegate wellbeing: Fresh food & drink
On arrival at the venue, guest experience is paramount. Consideration of the mental and physical wellbeing of delegates should be a priority.
Food and drink play a significant role in the wellbeing of guests and creating a successful event. A quality, fresh and nutritious meal or snacks shows guests that they are being considered and taken care of, and that their health is of importance. Deep fried and heavy lunches that leave delegates feeling lethargic and ready for an afternoon nap, set your event up to flop. By providing choice, considering dietary and health requirements, and clearly displaying allergen information takes away any confusion or anxiety around what guests are safe to eat, making the dining experience calmer and easier for both your guests and you as the organiser. When giving their time to attend a conference or event, delegates deserve to be rewarded with a tasty lunch, with healthy options, and plant-forward meals. Providing salad bars and fresh fruit also help to sustain energy levels ready for the afternoon ahead, ensuring guests remain engaged in the activities.
Seasonal menus created fresh each day and designed with calorie and carbon labelling in mind, produced with locally sourced ingredients will also help customers make informed choices for both their well-being and that of the planet.
Space to think and re-energise
With conferences often being a information filled day, allowing guests the opportunity to take a break and digest the days findings is vital. Finding a space away from the meeting room offers guests the opportunity to gather their thoughts and re-energise ready for the next session.
Outdoor spaces provide delegates with the chance to absorb some fresh air, daylight and refocus. It also gives them the chance to catch up with colleagues to share their thoughts and discuss their takings from the day. Planning time into the day for wellness walks around the venue grounds is a great way to break out from the day, or suggesting ‘netwalking’ breaks to encourage delegates to mix during their time outdoors works wonders for focus and wellbeing.
A good night’s rest
Accommodation before and after the event is an important consideration. Enabling delegates the choice to arrive the night before the event can help to ease early-morning travel stress and tiredness. Whilst extending an event into an evening, or overnight stay can allow time for guests to relax and unwind after a day of conferences, meetings or learning rather than having a successful day that has to end with a stressful journey home. Social or leisure spaces such as gyms or bar areas with table games such as pool, allow guests the opportunity to relax and unwind both mentally and physically, and provide a great place to socialise or continue networking with other delegates in a more relaxed environment.
Well planned events for guest satisfaction
Being flexible, inclusive and considering accessibility are essential, too. Offering safe, quiet spaces for those who may need a moment away from the crowd is vital. Clear communication before the event such as sharing virtual tours and maps of the venue can help put attendees at ease, reducing concerns and offering them a sense of familiarity before they arrive.
The structure of an event also makes a difference. Short sessions, regular breaks, and offering a variety of drink options – including low and no-alcohol choices – reflect the evolving preferences of attendees. With increasing numbers of people refraining from alcohol or choosing to reduce alcohol intake, offering alternatives such as low alcohol beers and variety among soft drinks has become an expectation within hospitality.
Successful events are built on engagement and connection. Delegate welfare, ensuring everyone feels comfortable, valued and well cared for are pivotal to achieving this.
Central Midlands conference, training, meeting and events venue
The team at Yarnfield Park are experienced in supporting all types of events, and are here to assist with all the queries event organisers may have. Find out more about Yarnfield Park Training and Conference Centre and how we might be able to support your next conference or event.
Yarnfield Park Training & Conference Centre is ideally situated centrally in the Midlands, close to the M6 motorway and local train stations. With over 40 purpose built meeting rooms, outdoor space and free parking, along with on-site accommodation, restaurant serving freshly made meals throughout the day, fully stocked bar and a gym, with it’s great range of package deals for day delegates and overnight – residential guests, Yarnfield provides best value for events from conferences and training to meetings and celebrations.
Contact our team at Yarnfield Park in to arrange a visit or discuss your event requirements.
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