Katie Whitby, Head of Sales for The Venues Collection
Delegate welfare is often discussed but not always given the attention it deserves. Yet, looking after attendees’ wellbeing is not merely a passing trend; it is a crucial part of delivering successful and memorable events, because a worried or stressed delegate won’t be able to engage properly with an event and its content and purpose. From the moment delegates set off from home to the time they return, every detail matters.
Let’s start with the journey. Travelling can be stressful, and a smooth arrival sets the tone for the entire event. Simple steps such as providing clear directions, alerting delegates to potential traffic issues, and ensuring well-lit, on-site parking can make all the difference. Out of town venues with ample parking eliminate the often-stressful search for a space, particularly in city centres. For group travel, the importance of choosing reliable travel partners, who prioritise both sustainability and punctuality, cannot be overstated. The Venues Collection offers free onsite parking at all our venues, with many locations already equipped with electric vehicle charging points or planning to introduce them soon.
Once at the venue, the focus must be on both the physical and mental wellbeing of delegates. Food plays a significant role. The days of heavy, deep-fried lunches that leave attendees in an afternoon slump are long gone. Today’s delegates expect – and deserve – healthier options such and plant-forward meals, fresh salads, nuts and seeds that sustain energy levels. Providing a menu rich in ‘brain food’ such as oily fish ensures productivity remains high throughout the day. At The Venues Collection, our seasonal menus are carefully curated for balance and are calorie- and carbon-labelled as standard, helping customers make informed choices for both their well-being and the planet.
Time to step away from the conference room is equally important. Outdoor spaces give delegates the chance to take in some fresh air, soak up a bit of natural light, and reset. Plan is some time for wellness walks around the grounds of your venue or try ‘netwalking’ breaks to encourage delegates to mix during their time outside – these can work wonders for wellbeing and focus. The Venues Collection has designed onsite walking routes to support delegate well-being. Just three minutes of walking lowers blood pressure, five minutes boosts mood, ten minutes enhances creativity, and fifteen minutes after eating helps reduce blood sugar.
Accommodation also matters. Enabling delegates to arrive the night before helps to ease early-morning travel stresses and tiredness. Build in some pre-event fun activities the night before a conference to encourage delegates to interact and relax. Or choose a venue with leisure facilities such as pools and gyms to give attendees a chance to unwind and take care of themselves ahead of a busy day. The Venues Collection offers over 1,200 bedrooms, with leisure facilities and bar and lounge areas at every property for guests to unwind.
Accessibility and inclusivity are essential, too. Providing safe, quiet spaces for those who may need a moment away from the crowd is vital. Clear communication before the event – including virtual tours of the venue – can help reduce anxiety and offer delegates a sense of familiarity before they arrive.
Finally, how the event itself is structured makes a difference. Shorter sessions, regular breaks, and offering a variety of drink options – including low and no-alcohol choices – reflect the evolving preferences of attendees changing needs of today’s delegates. With an increasing number of young professionals choosing to reduce alcohol intake, offering alternatives such as alcohol-free beers and mocktails is a thoughtful touch.
Events are about connection and engagement, and ensuring delegates feel comfortable and well cared for underpins that.
Delegate welfare isn’t just a phase; it’s the foundation of a well-executed event. Thoughtful planning and attention to detail ensure delegates feel valued, comfortable, and engaged, making it an absolute priority for every organiser.