Why Scheduling Free Time in Events Is Essential?

Apr 16, 2024 Praggya Joshi

An event schedule jampacked with activities does more harm than good. Planners may feel like it is the best way to make a meeting or a conference enriching but in reality, attendees only feel stressful. They yearn for breaks even if just a few minutes long. And this is exactly why organizers should schedule free time or what is known as white space in between sessions.

Why Should Your Events Have Free Time?
Breaks in an event not only energize guests but also make them able to absorb more information. It increases attendee engagement, which is essential for event success. It also allows attendees to engage at a leisurely pace in your event, minimizing stress and exhaustion, and making them more excited.  

To elaborate on the importance of having white space in any event 

• Free time in between events prevents attendees from feeling overwhelmed. Overscheduling causes event fatigue, so it’s essential to schedule time for relaxation. Besides relaxation, white space also helps people experience the social side of events. In fact, according to a survey coffee breaks between scientific conferences are great opportunities to have relaxed conversations, familiarize yourself with new people, and develop personal connections. 
• Free time encourages lively discussions afterward. When visitors feel relaxed and energized, they are eager to interact and explore more. As a result, they actively participate in activities, encouraging debates and discussions.  
• Building white space through activities like meditation enhances attendee experience. A brief guided meditation session allows attendees to enhance concentration and mental clarity. When they are relaxed, they feel more creative, which makes workshops or brainstorming sessions fun and innovative.  
• Free time also has physical benefits. For example, a relaxing yoga session improves posture and reduces muscle tension. It is suitable for events that involve long periods of standing, walking, or sitting.

How to Plan Effective Breaks During Events
Use these tips to plan white space in your events for maximum attendee engagement and well-being.

1. Consider the Length of Sessions
Consider the format and length of sessions in your event. Schedule frequent breaks if the cognitive load in your presentations or workshops is higher. For example, a 90-minute speech should have a 15-minute break afterward. If it is a 30-minute workshop, schedule a 10-minute break.  

2. Identify When Attendees Feel Tired
When planning free time, the major aim is to make the overall atmosphere conducive to learning and networking. Schedule breaks when you think your attendees would feel tired. For example, a day-long event can have breakfast, lunch, and coffee breaks scheduled to prevent attendees from feeling exhausted.

3. Organize Refreshing Activities
Free time doesn’t always have to be attendees sitting idle or scrolling through their phones. It can have stress-busting activities like yoga, meditation, or just a guided tour of the venue premises. A creative catering presentation is another example that attendees may like.

4. Ensure Attendees Know About Breaks
When promoting your event, inform prospective attendees that there will be breaks. This will encourage participation. Utilize technology such as event apps to send push notifications or reminders to attendees about upcoming break times. Additionally, event apps can also be used to engage attendees through interactive features or gamification during breaks, which in turn can help them know your brand better.

Tips for Making Event Breaks Interesting
You can make event breaks refreshing by scheduling different types of activities like 

• Live Trivia: Host trivia sessions to engage attendees in lighthearted conversations about your brand. You can also incorporate this game into your event app. For networking opportunities, divide attendees into groups and pose questions for them to answer together. 
• Impromptu Discussions: Provide a topic and facilitate impromptu discussions. Attendees can participate at their own pace and contribute when they feel they have something valuable to add. 
• Art and Craft Sessions: Include art and craft sessions during break times. Attendees can express their creativity and relieve stress by indulging in different art forms. 
• Virtual Reality Experiences: Offer virtual reality (VR) experiences. A VR headset allows them to partake in virtual games, virtual tours, or enjoy a thrilling roller coaster ride.

Concluding Words
Free time during events revitalizes attendees, making them feel more energized and attentive. It resets their mindset, enhancing engagement, and the outcome is a more enjoyable and memorable experience. Follow the tips provided above to ensure you schedule sufficient free time in your next conference or meeting and see the positive impact it creates. 

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