It’s tempting to pack that conference schedule to the brim.
There’s so much to share! And attendees want to get bang for their buck, right?!
Yes, they do.
And this is exactly why you need to schedule breaks and downtime for them. Getting value is about so much more than rushing from session to session.
Schedule downtime into your conference. (Probably more than you think.)
How much downtime are you currently scheduling? It’s likely not enough.
As conference event organizers, we need to strike the right balance.
Yes, we want people to get their money’s worth — and we want to share important content. We also want attendees to have time to:
- Absorb the content. To retain information, it needs to be discussed, talked, written, felt etc. Purposeful breaks boost energy, productivity and focus!
- Attend to human needs. Remember, humans aren’t robots. Bathroom trips, hydration, fresh air (and for some, coffee!) are essential.
- Calm their nervous systems, breathe, go for a stroll. Conferences can be exciting, and also overstimulating. We don’t want attendees associating a harried, frenzied feeling with your organization.
- Network and meet someone new! This is one of the most sought out benefits from conferences, and there is often not enough time to do so. Leaving time for an impromptu conversation could be the very thing that makes your conference extra-valuable.
There will be no space for any of these things if attendees are rushing to the next session. And if ample time isn’t built into the schedule, many attendees will create it themselves: they will skip sessions because they need a break.
Conference downtime: What we recommend.
Right now we are recommending 30-minute breaks between sessions, and 1.5-2 hours for lunch, depending on if the lunch is a buffet. We have found the time can be used productively, no matter what attendees’ needs are.
At a recent conference we planned for a client, we implemented 30-minute breaks between sessions and a two-hour lunch. The result? Attendees loved it!
“I appreciated having a long lunch break. It allowed me to enter the working groups refreshed and able to focus on the speakers/programming.”
“I enjoyed the unprogrammed spaces and met some terrific people who I would like to keep in touch with. “
“I really enjoyed catching up with colleagues from across the country during break times. I thought the extended mealtimes and snack times were very thoughtful in this way!”
Our final takeaway: Give them some time. They’ll appreciate it! And they’ll look forward to coming back next year.