When it comes to event planning, the devil is in the details. While keynote speakers and networking sessions tend to take center stage, the unsung heroes of successful gatherings are often well-planned breaks.

Breaks can make or break an event, influencing attendee satisfaction, engagement, and overall event success.

Why? Short breaks give attendees a chance to process information. They reduce mental fatigue and improve retention. They help people feel better physically, too, by allowing them stretch, move around, and reduce the strain of sitting for extended periods.

Then, when it’s time to return to sessions and activities, your attendees will be more likely to participate, offer feedback, and contribute meaningful ideas.

Let's dive into the art of planning breaks and maximizing their benefits.

FREQUENCY

Keep in mind that the human attention span typically begins to wane after about 60-90 minutes of focused activity. If your event will have intensive, content-heavy sessions, plan to give attendees a break every hour. For more interactive or varied sessions, you might be able to extend to 90 minutes between breaks.

These guidelines aren’t written in stone. Based on your event’s circumstances, environment, and your audience demographic, you might need to schedule breaks more frequently. A young audience or attendees in creative fields might benefit from more chances to step away.

DURATION

And how long should your breaks be? Fifteen-minute breaks work for quick refreshment and short interactions. If you want to give attendees a chance to network, relax, or get through long restroom lines, think about 20-30-minute stretches.

For lunch breaks, allocate at least 45-60 minutes to allow for meal service and digestion.

If you’ll be including wellness activities (like quick yoga sessions), factor in even more time.

OFFER DIFFERENT TYPES OF BREAKS

Empower your attendees by providing a menu of break options that cater to different needs and interests. Here are some possibilities:

-Networking breaks: Encourage mingling with icebreaker activities or themed discussion topics.

-Quiet zones: Designate areas for reflection, meditation, or catching up on emails.

-Active breaks: Incorporate light physical activities like stretching sessions or walking meetings.

-Learning breaks: Set up mini-workshops or demo stations related to the event theme.

-Creative breaks: Offer art stations, puzzle areas, or other activities to stimulate different parts of the brain.

CLEAR COMMUNICATION

Your attendees will appreciate knowing when they’ll be to return calls or emails, stretch their legs, and run to the restroom. Here are some communication guidelines that can help you with your planning.

Include break schedules in all of your event materials, including the event app if applicable.

-Use visual and audio cues like chimes or announcements to signal the start and end of breaks.

-Consider countdown timers in break areas to help attendees manage their time.

SPACE MANAGEMENT

We encourage you to put some thought into your event’s break areas as well.

-Create different zones for networking, relaxation, and refreshment to cater to various needs.

-Provide seating for those who need to rest, but also include standing tables for quick conversations.

-If possible, provide outdoor or natural light-filled areas for breaks to boost mood and energy.

TECH CONSIDERATIONS

Also important is planning for your attendees’ digital needs during their breaks. You can do that by providing charging stations for devices, as breaks are often when attendees catch up on messages or emails. On the other hand, it would also be considerate to set up a "tech-free" zone for those who need a complete mental break.

SPONSOR INTEGRATION

If appropriate for your event, think about inviting sponsors to host themed break areas or activities. But you’ll need to make sure sponsor involvement enhances rather than detracts from the break experience. For example, sponsors could provide refreshments, offer interactive activities like games or wellness sessions, or set up relaxation zones with comfortable seating and charging stations.

The Bell Tower on 34th is an elegant event space with valet parking and onsite security serving the Greater Houston area. Our central location is a short drive from the Galleria area and the Houston Heights area.

Learn more about holding a corporate event here.

The Bell Tower on 34th

901 W 34th St, Houston, TX 77018

(713) 868-2355