Automation for mindfulness: cut out stress with event tech
Tackling the growing complexity of events is a challenge – but event tech can help.
Organizers are tasked with managing a range of details while achieving operational excellence, delivering ROI and maintaining high industry standards.
Burnout among conference and exhibition organizers is a real concern, with stress reaching its peak as deadlines loom and expectations mount.
There is pressure from multiple fronts – stakeholders who demand cost-effective delivery, to exhibitors looking for value in their investment and attendees seeking more personalized experiences.
Sustaining mental well-being requires mindful planning, such as delegating tasks or outsourcing services to minimize burnout risks.
Organizers can also build supportive community networks, strengthen communication and use available resources – including event technology – to create efficient workflows.
Janice Cardinale is founder of Event Minds Matter, a community where eventprofs meet to share mental health progress and solutions.
She said: “Founding a community has proven to be helpful for those individuals who suffer in silence and who want an outlet to discuss commonalities, and solutions to their struggle with stress, anxiety and burnout.
“Our communities’ mission is to build brave spaces to amplify the industry’s conversation on mental health and wellness.”
This article highlights the various ways you can increase mindfulness at your events.
You will also read how event tech can help organizers automate different tasks and reduce a lot of headaches involved in the planning and execution of live shows.
Need for mindfulness in events ?♂️
The pandemic shone a spotlight on mental health and made us stay home.
It was an unusual lull that prompted us to reflect and uncover new insights on various aspects, including face-to-face meetings. Technology innovations emerged and connected through virtual meetups.
Attendees had now discovered the delights of tech-enabled experiences and when physical events returned, the expectations also shifted massively.
The bar for show design is much higher than now – attendees want personalized event journeys and touchpoints to solve specific pain points.
Organizers are now keen to meet these expectations while maximizing value within available resources.
In the quest to deliver and experience the ‘perfect’ event, there can be increased anxiety and stress.
Wellness practices are a great help to keep event participants energized during the event, while organizers can also unburden themselves by using the relevant tech.
Read more: How to build a 365 Community around a mental health tradeshow
Mental well-being trends in events ?
With a focus on mental well-being, more organizers are introducing activities to increase mindfulness at their shows.
These wellness trends include:
Mindfulness sessions Live events meditation and breathing exercises to help attendees reduce stress and anxiety. These sessions can be led by professional practitioners or integrated into other activities like yoga classes.
Wellness lounges and care stations: Some shows now offer wellness lounges and care stations where attendees can relax and recharge. These lounges have healthy snacks and drinks, comfortable seating and calming activities like aromatherapy.
Digital detox zones: Events are now introducing designated areas for attendees to unplug and take a break from screens amid rising concerns about digital consumption. These zones offer activities like board games, puzzles and books to encourage attendees to disconnect.
Nature and outdoor activities: More events are incorporating outdoor activities and experiences to help attendees connect with nature and get some fresh air. These can include guided hikes, outdoor yoga classes and other nature-based wellness activities.
Healthy food options: Many events now offer healthier food options, such as plant-based meals, locally sourced ingredients and organic snacks.
Sustainability options: Contributing to greener events is also a source of environmentally conscious attendees. Using biodegradable cutlery, recycled cups and gifting swag items such as seeds and saplings is a great way to make events more sustainable.
How event tech automation reduces stress for organizers ?♂️
Automation is a powerful ally in the quest for mindfulness. Event tech automation tools help simplify and streamline the event planning processes.
This allows organizers to quickly kick off events by automating processes such as sending out invites and email reminders.
It also allows them to personalize the attendee journey and make it more tailored to their preferences.
The right event technology suite can take the stress out of event planning and make the process more attuned to the mental well-being of organizers.
Here are some software tools that can help:
What it is? ?
A customizable registration platform aimed at getting maximum attendees to your event.
How it helps ?
It uses a multi-step intuitive process to craft a personalized journey for attendees – which means there’s no need to personally attend to each visitor to customize their experience.
You can also send automated emails when any action is triggered or completed by the visitor.
What it is? ?
A mobile app that gives attendees and exhibitors access to event agendas, scheduling details, AI networking options, data metrics, notifications, updates and more.
How it helps ?
Mobile event apps help automate a number of tasks – such as online check-ins, providing a centralized platform for communication (e.g. push notifications, alerts), agenda management, access to content hub, in-app messaging, monetization options and container app functionality to access multiple events.
What it is? ?
AI matchmaking tool that provides visitors recommendations to connect with relevant people, products and content at an event.
How it helps ?
Fast-tracks the networking process at events and aids decision-making. Organizers gain insights on engagement metrics and can use this data to uncover more opportunities to drive ROI.
What it is? ?
A tool to create aesthetically pleasing emails using a drag-and-drop builder, create and store email templates and send automated emails.
How it helps ?
You can send a large number of emails and set up reminders, invitations and confirmations through automation. No need to waste precious man-hours on different email campaigns.
What it is? ?
A customizable floor plan layout that uses indoor mapping and blue-dot wayfinding to help attendees navigate through the event venue.
How it helps ?
Using an interactive floorplan helps event visitors move from one venue location to another in the shortest time possible. Having all the information about meeting rooms, breakout areas and exhibitor booths at one place eliminates the need to invest on directional signage or employ more support staff.
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Conclusion
Automation allows for tighter structures, streamlined processes and greater organizational efficiency – all of which can free up resources for other tasks.
Events are rapidly evolving and competition is getting fierce.
The outcome of successful events isn’t just improving participant experience, but also ensuring the team organizing it maintains their sense of wellbeing by addressing the associated stressors head-on.
The smartest decision sometimes is to just savor a pause and take a deep breath.
Focus on your existing resources and assess the new tools you need to help you pull off a successful show while achieving mindfulness.
We hope you enjoyed reading this article and found it useful. At ExpoPlatform, we want to help you build better events and communities. Please get in touch and ask for a demo here. Thank you ?
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