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emotional wellbeing . Venues with balconies , adjacent to green spaces or close to pedestrian precincts for a quick walk allow your delegates to recharge between sessions and during the longer meal breaks .
Movement in your seat An MC can introduce movement activities such as simple chair yoga movements at the beginning or midway in sessions so that people are encouraged to be mindful about movement in their seats . As simple as getting people to wiggle their toes , lift their knees , stretch upward , stand and sit to encourage circulation , invigoration and to ‘ burn while you learn ’. Chair yoga is an accessible option that has moves for people who use wheelchairs .
Quiet rooms A key element of inclusion in conference planning is thinking about people ’ s differing needs . Create a room and spaces for neurodivergent delegates who may need to remove themselves from noise and group situations to recharge . Soft seating and lighting will create a soothing ambience to allow them to relax and revive .
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Prayer and meditation rooms Factor in a diversity of religious needs |
and practices among your delegations . Create a space that can be used for prayer for people of any religion .
Mothers ’ rooms While babies and toddlers may not be a part of the conference audience , lactating mothers may need privacy to express milk during the day . A private room with a comfortable chair and a place to store expressed milk is one way to ensure mothers can have their maternal needs met .
Add a breathwork session Everybody can take part in breathing exercises and the changing patterns of intaking and expelling air in a transformative guided breathwork session .
Create technology-free zones We are all subject to digital and tech-overload daily . Creating designated spaces in your conference environment where technology use is not allowed encourages delegates to unplug and unwind between sessions without digital distraction .
Meet outside Traditionally settings and conferences use indoor spaces for meetings and sessions . But why not use outdoor spaces for break-out sessions or group work ? Take the inside outside for meetings in the fresh air , climate permitting , where you can still connect to Wi-Fi , set up speaker systems and have all manner of furnishings and canopies for shade . Outdoor spaces can also inspire creativity .
Set up water stations Hydration is an important consideration , particularly in air-conditioned environments where dry air impacts our skin and eyes . Setting up water stations gives delegates access to replenish their bottles as needed . It also fosters sustainability .
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Right : Nutritious food helps keep your delegates engaged throughout the day |
Plan nutritional catering We are nurtured by the food we eat and serving fresh local produce helps to keep your delegates feeling good . A menu of healthy options in appropriately sized portions means that delegates don ’ t ’ feel sluggish or sleepy during the after-lunch sessions .
Ensure there is something fresh and nutritious for every dietary requirement to keep your delegates engaged throughout the day .
Offer alcohol-free options Traditionally events are big on celebration and social networking , cocktail functions and food and wine events . Consider extending the beverage list to incorporate organic and alcohol-free beverages and give your delegates the choice to be clear headed for the next day ’ s sessions .
Give delegates a massage Massage chairs are a great addition to a conference setting or engage local massage therapists . Set up massage chairs across the open areas of a venue to stimulate the muscles and circulation , keeping delegates feeling relaxed and supple throughout the day .
Create mixed seating Consider a range of seating options for delegates throughout the venue . While theatres might provide fixed seating , breakout rooms , smaller rooms and outside spaces could offer options for delegates to sit in bean bags or in lounges . n
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