You are holding a conference or team meeting and the details are falling into place – but have you kept the participants’ well-being in mind? How are you, as the meeting organizer, going to assist your teams in maintaining and achieving wellness and support their on-going wellness efforts?


Organizing a successful event or conference for teams involves more than just coordinating logistics and ensuring engaging content. The health and well-being of participants are paramount. Ensuring that employees are in optimal health during these events is crucial for maximizing learning, participation, and achieving the overarching goal of fostering a positive and productive work environment. Discover the importance of health in corporate events, common pitfalls organizers face, and strategies for ensuring the well-being of all your participants.

The Importance of Health in Corporate Events

  1. Maximized Learning and Participation: Healthy participants are more likely to be attentive, engaged, and participatory. When individuals feel physically and mentally well, they are better able to absorb information, contribute to discussions, and engage in collaborative activities. This leads to a more dynamic and effective event.
  2. Positive Work Environment: Events and conferences are extensions of the workplace. Promoting health during these gatherings reflects your company’s commitment to employee well-being, which can enhance morale, strengthen team cohesion, and reinforce a culture of care and respect.
  3. Productivity and Goal Achievement: The primary goals of corporate events often include skill development, strategic planning, and team building. Healthy participants are more productive and can effectively contribute to achieving these goals. Conversely, neglecting health can lead to decreased energy, focus, and participation, undermining the event’s objectives.

Common Pitfalls in Event Organization

  1. Poor Dietary Options: Providing unhealthy or limited food and beverage options can negatively impact participants’ energy levels and overall well-being. Offering nutritious meals and accommodating dietary restrictions are critical for maintaining participants’ health.
  2. Inadequate Breaks and Overloaded Schedules: Packing the agenda with back-to-back sessions without sufficient breaks can lead to fatigue and burnout. Participants need time to rest, recharge, and process information to stay engaged and productive.
  3. Ignoring Mental Health: Focusing solely on physical health while neglecting mental health can result in stress and anxiety among participants. Creating a supportive environment that addresses both physical and mental well-being is essential.

Strategies for Ensuring Participant Health

Healthy Catering Options:

  • Food: Ask chefs to go light on glazes, sauces, and salad dressings. Choose lean meats with smaller portions and emphasize vegetables. Provide multi-grain breads, fresh fruits, and vegetables. Opt for fruit desserts over pies and cakes. Avoid sleep-inducing foods like turkey, milk-based sauces, and high-sugar desserts. Offer protein-rich breakfasts and morning snacks. Nutrition breaks should last 30 minutes to allow stretching, restroom use, and refreshment. 90 minutes for lunch allows for delays in the program and still gives the delegates time for a relaxed meal.
  • Hydration: Provide plenty of water and juices while limiting coffee and soda. Juice bars are a nice touch. Set up hydration stations with a variety of infused water options, herbal teas, and electrolyte drinks. Encourage participants to stay hydrated by providing reusable water bottles. Minimize alcohol, as it disrupts sleep and impairs decision-making. Increasing wellness opportunities over alcohol-focused activities is beneficial.

Incorporate Wellness Activities:

  • Active Breaks: Energize groups with stretches at the beginning or end of keynotes and sessions. Form networking walking teams. Arrange side activities like roller skating, ice skating, or walking tours. Organize short, fun physical activities such as dance-offs, yoga sessions, or group stretches. These can help re-energize participants and foster team bonding.
  • Sleep: Are your participants likely to be staying up late? “Sleeping people don’t learn”. If your participants skip the morning keynote and general session to get a few extra winks, then you aren’t able to share the valuable insights with them. Adjust schedules to start later, allowing participants more rest. A rested delegate retains information better and remains more engaged. Start breakfast later and ensure a relaxed meal.
  • Digital Detox Zones: Create designated areas where participants can disconnect from their devices. This can help reduce stress and promote mental clarity.
  • On-site Massages and Relaxation Stations: Set up stations where participants can receive quick massages or use relaxation tools such as massage chairs, aromatherapy, or sound therapy.

Avoid the Endurance Event: Provide time at the end of each session for discussion and networking. Avoid back-to-back workshops, giving participants time to relax and process information. Include stretch and bathroom breaks for sessions longer than 90 minutes. Afternoon sessions should include humor, energizers, lighter topics, and breaks to counter the energy slump typically occurring between 2:00 and 4:00 p.m. Avoid overcrowding by spacing chairs comfortably. Many people feel uncomfortable touching the person beside them. This can take the focus away from your speaker.

Mental Health Support: Incorporate sessions or activities that focus on gratitude and positive affirmations. This could be a group exercise where participants share things they are grateful for or a wall where they can post positive notes. Offer resources and support for mental health, such as access to counselors or mental health workshops. Creating an open and supportive environment where participants feel comfortable discussing mental health concerns is vital.

Feedback Mechanism: Implement a feedback mechanism to understand participants’ health and well-being during the event. Using a conference or meeting app can help identify any issues in real-time and make necessary adjustments.

For human capital managers, ensuring the health and well-being of participants during corporate events and meetings is not just a logistical necessity but a strategic imperative. By prioritizing health, HCM professionals can create an environment that maximizes learning, participation, and productivity while fostering a positive and supportive workplace culture. Avoiding common pitfalls and implementing proactive health measures will ensure that events are successful, impactful, and beneficial for all participants. Incorporating strategies around food, drink, exercise, sleep, and overall comfort will lead to more engaged and healthy delegates, resulting in a conference or meeting that is seen as a success by all involved. 





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