Jo Austin , sales director , The Venues Collection and Lime Venue Portfolio , explores how environments can impact delegates ’ physical and mental health

ur environment has a huge impact on our physical and mental health , so it ’ s important that organisers consider this when choosing venues for their events . Delegates may be feeling nervous about meeting again , so working with your venues to create happy , healthy and thoughtful event spaces will encourage delegate wellbeing , give them the reassurance they need and reduce the anxiety that may lead to dropouts .

Travel

Firstly , think about how far your delegates will be traveling and how . You may consider holding your event in a countryside location , with onsite car parking to ease the stress of finding free , and available , parking on the day . Alternatively , a city centre location with easy-to-access air routes or a direct train journey may be more suitable for your delegates .

What will your delegates need to know in advance to enable them to have a relaxing , stress-free journey and to arrive feeling happy and ready to go ?

Outdoor spaces

Look for venues with outdoor spaces and use them ; even city centre locations may have terraces or roof gardens that will bring a calming dimension to your events . Incorporate outdoor spaces into your event by hosting the social elements outside , such as drinks on the terrace , mid-morning coffees in the gardens or a lunchtime barbecue on the roof .

If you have lots of outdoor space , consider holding an outdoor teambuilding session to encourage delegates to interact ; as well as building camaraderie , these activities can help to bring some humour to an event , and this too will help to ease any worries .

The Venues Collection properties have walking routes , so ensure your delegates know about these options beforehand or even plan in some ‘ netwalks ’ ( networking while walking ) into your event programme to encourage colleagues to mix and mingle while they get some exercise in the fresh air . Venues with a swimming pool or a gym will also offer good healthy options to delegates – but make sure they know about them in advance so they can arrive with suitable kit .

Consider having a quiet room available for delegates to hang out in and recharge . Providing a space and ensuring that delegates know about it in advance can really help quash the overwhelm that may be experienced when returning to face-to-face meetings . Keep

“ If you have lots of outdoor space , consider holding an outdoor teambuilding session to encourage delegates to interact ; as well as building camaraderie , these activities can help to bring some humour to an event .”

Jo Austin , The Venues Collection and

Lime Venue Portfolio

conference sessions snappy and short and build in regular breaks to your event programme to keep people from stagnating and feeling lethargic .

Natural daylight

Having natural daylight in the conference room will have a huge impact on the wellbeing of your delegates throughout your event . Having windows that open and being able to let fresh air in also helps to invigorate an audience and keep them alert .

Food for thought

Organisers have an opportunity to select well-balanced menus that will both sustain and nourish delegates ’ bodies and minds .