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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 implementing practices like 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 🧘‍♂️

need for mindfulness in events

The pandemic shone a spotlight on mental health and made us stay home.

It was an unprecedented time of lull, prompting us to take a closer look at our lives and draw out insights that wouldn’t have been noticed before.

Amidst all the trepidation came a silver lining – technology stepped up and provided us with innovative solutions for learning, networking and work.

People everywhere were exposed to the possibility of meetings going virtual.

And attendees had discovered the delights of richer event experiences through tech.

With physical events in full swing now, the expectations also massively shifted.

The bar for show design is now much higher than before – attendees want highly personalized event journeys and immersive experiences designed to solve specific pain points.

This has put organizers on a relentless pursuit to find a way to meet these expectations while maximizing value within available resources.

A misstep or ignorance about the strategies to employ from conception to execution can leave them in an endless cycle of frustration and exhaustion.

Mindfulness practices can be a great way to cope with this heightened sense of anxiety and uncertainty during event planning and execution.

While there are many wellness practices to keep audiences energized during the event, organizers can also unburden themselves through the use of relevant tech.

Read more: How to build a 365 Community around a mental health tradeshow

Mental well-being trends in events 🕊

mental wellbeing trends in events

At any large-scale gathering, a carefully curated atmosphere is key to create an experience that inspires people to network and attend sessions.

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 may 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: As more people become concerned about their digital consumption, many events have started to create designated areas for attendees to unplug and take a break from their screens. These zones might 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 might 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.

Also read: How ExpoPlatform is helping organizers reduce their carbon footprint by planting a tree for every booked meeting

How event tech automation reduces stress for organizers 💆‍♂️

how event tech automation can reduce stress

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:

Online registration

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.

Mobile event app

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.

AI-powered matchmaking

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.

Email marketing

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.

👉 AI is the most talked about tech in marketing right now. Learn how it will shape the future of events in this free ebook.


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 😀