Events are demanding for attendees. Generally, when we’re discussing the intricacy of events, we’re describing the events professionals experience, and we tend to forget the way attendees experience it.
Being a guest includes a lot of friction and stress-loaded activities. Events are expected to be fun, right? So why do visitors get stressed out at events? There are numerous reasons.
Initially, participating in a conference, workshop, and even a concert implies dealing with a brand-new environment. The unpredictability of what one might expect from the event itself can cause stress and anxiety.
Second, being an attendee likewise implies handling multiple logistics-related jobs, such as signing up for the event, paying the costs, taking a trip to the venue, checking in, discovering the spaces, getting familiar with the event app, networking with others, and so on
Lastly, events compress months of learning and communicating into a short time frame.
So events can be rather intense, specifically if individuals want to get the most out of attending them. To make sure your guests enjoy themselves, you’ll want to decrease the stress to which they are exposed.
The bright side is that it’s in your power to alleviate their stress. Here are some ideas you could consider.
Lower the logistics friction
How much time do your guests need to sign up for the event?
How simple is it to access the event place?
Is the check-in procedure effortless?
The number of times your guests need to use the event app to find the workshop rooms? Will they know where the meeting point is?
All these questions (and numerous others, depending upon your event’s complexity) will help you to understand all the friction points your participants might experience.
The more potential logistic struggles there might be, the more thought and care you should put into preparing everything.
After all, to ensure a close-to-zen experience for your guests, you’ll want to eliminate as much friction as possible.
Decrease the number of choices the participants must make
Picture your participant asking themselves the following questions:
What category should I select from all these thirty alternatives?
Which session should I attend?
What social activity should I pick from this list of ten alternatives?
It’s like gazing at the crisps selection in a US supermarket. Too much choice isn’t always a good thing.
Like it or not, the mere idea of choosing is stressful. Your attendees might second-guess themselves throughout the event, fretting they didn’t select the ideal seminar, group activity, or networking session.
To lessen their tension, decrease the variety of decisions your guests need to make to around 2 or three options, no more.
Use clear and straight-to-the-point messaging
” My guests are smart. They understand everything,” I hear you saying. Indeed, they are more than capable of reading and comprehendingDostoyevsky, but when it concerns events, you’ll want to write your communications as if you were writing them for a 7-year-old.
Not because your attendees aren’t smart, but who wants to waste time attempting to interpret event jargon?
If the language you use lacks clarity, you’ll cause confusion and aggravation, increasing the stress levels of your guests. Prevent this by making easy to read copy.
Incorporate relaxing activities in the day
Explore the idea of increasing your guest’s mindfulness with some relaxing activities, such as yoga, pilates, or meditation, in the morning, before the event, or perhaps during the lunch break. This will refresh your visitors and help them get a much better emotional balance.
Move the meeting outside
If you wish to make your attendees feel happy and calm, sun, fresh air, and natural light are your friends. If possible, move some of your event activities outdoors too. At ISH venues, we have access to a private garden which is stunning and the ideal place for an informal meeting or yoga session.
Plan some breathing workouts for your visitors
Minutes or even seconds before a new session or a keynote speech, chances are your guests will be on their phones or laptops, attempting to address work emails.
This external stress may negatively impact their experience. Have the mediator run a few breathing workouts before the session to help your guests unwind and focus on the event.
Events are stressful for both organizers and attendees, and nothing will change that. However, this doesn’t mean that you shouldn’t strive to make your attendees’ experience as relaxing as possible.
Make sure to lower the logistics friction, reduce the number of choices attendees need to make, use clear language, incorporate relaxing activities into the program and move some event sessions outside, All these actions will help your attendees experience a stress-free event that they’ll remember.