August 13 Spare time: Build some free time into your event planning
Posted at 09:51
Event Planning
By EnsightGlobal
At Seven Events, we’ve spent years crafting memorable experiences that captivate and engage audiences. One thing we’ve learned is that the best events aren’t necessarily packed with activities from start to finish. Instead, they build what we call “white space” into their schedule. White space, in this case, refers to intentionally built-in gaps or downtime in the schedule to give attendees time to recharge, reflect, and refocus. In the fast-paced world of event planning, these downtime periods are essential. Learn why building white space into your event schedule is revolutionary.
Understanding gaps in your schedule
Schedule white space is the technique of event designing to build in breaks between sessions and activities. These breaks aren’t just there to give participants time to catch their breath; they serve several important purposes:
- Improved concentration and memory: Back-to-back sessions increase cognitive load and make it harder for your audience to absorb and retain information. Breaks give your audience time to process what they’ve learned and reset their focus for the next session.
- Foster networking opportunities: The best ideas and connections happen outside of formal presentations. White space encourages natural conversation and encourages attendees to network, discuss insights, and build relationships.
- Promotes creativity and innovation: Breaks can be incredibly productive. They give participants the mental space to think creatively and generate new ideas without the pressure of back-to-back sessions.
- Improved Wellbeing: Events can be physically and mentally demanding, and taking breaks will promote overall wellbeing, reduce fatigue and improve the overall experience.
Creating an effective event schedule
When designing an event schedule, we aim to create a balanced rhythm of activity and rest. Here we explain how to effectively incorporate gaps.
Every element of your event schedule should have a clear purpose. This includes breaks. Consider the flow of the event. Which activities will be mentally taxing? Where will participants need to take breaks? Planning with these questions in mind will help you strategically place white space for maximum impact.
Different types of events require different types of breaks. Corporate MeetingsConsider allowing time for coffee breaks for networking and informal discussion. If it’s a creative workshop, consider offering hands-on activities during breaks to stimulate different parts of the brain. Tailoring the type of space to suit your audience and the type of event can make your event dynamic and engaging.
- Balancing structure and flexibility
While it’s important to structure your event schedule, it’s also important to leave room for flexibility. Not every event goes according to plan. Speakers may run late or participants may need additional time for discussion. Creating buffer zones between sessions allows you to accommodate these fluctuations without upsetting the entire schedule.
- Encourage intentional participation
Use white space as an opportunity to encourage mindfulness among your attendees. Simple activities like guided meditation, stretching exercises, or even a space for quiet reflection can help attendees recharge and refocus, allowing them to get the most out of your event.
After the event, gather feedback from your attendees about the schedule. Did they enjoy the breaks? Did they have enough opportunities to network and relax? Use this feedback to refine your approach to future events and continually improve the experience you deliver.
How white space impacts the success of your event
Building white space into your event schedule not only improves the attendee experience, but it also has a measurable impact on the success of your event. When attendees have time to digest information and network, they leave feeling more satisfied and fulfilled. This leads to higher engagement, better reviews, and increased loyalty.
In seven events, we’ve seen firsthand how incorporating white space elevates an event from good to exceptional. Whether it’s a corporate conference, a product launch, or a cultural festival, our event schedule ensures that both content delivery and attendee well-being are prioritized.
Case Study: Transforming Tech Conferences
One of our recent projects was hosting a large tech conference. Initially, the client wanted a packed agenda full of keynote speakers, panels, and workshops. However, we suggested building some white space into the schedule. Adding breaks between sessions, a networking lounge, and interactive exhibits allowed attendees to relax and recharge. The feedback was overwhelmingly positive, with many attendees stating that the breaks were important for engagement and enjoyment.
Building free time into event planning isn’t just a trend; it’s essential to crafting an impactful experience. Understanding white space in the schedule and using it effectively can help event planners create more engaging, enjoyable, and successful events. At Seven Events, we’re committed to designing schedules that not only inform and inspire, but also prioritize attendee well-being and satisfaction.
