First published on Conference & Incentive Travel as part of the Stress Matters wellbeing supplement in March 2019
There are some great tips I can share to maintain your wellbeing and lower stress levels during an event. And in true event-planning fashion, it starts long before the event.
In the run up to the event there are many ways we neglect our physical and emotional health in the name of pre-event madness – thinking we can cope. Then on-site a lack of sleep, poor nutrition and increased stress levels compounds the stress in the bodies. So the best way we can look after our well-being on-site is to create good habits before we go.
Pre-event maintain a regular routine – eat well, leave the office at a decent hour as much as possible and don’t neglect that yoga or gym class you love that keeps you sane. All of these habits will mean you arrive at the event well rested, with good energy levels and a positive mental state. So you’re going in strong! Easy to say but actually not that hard to do if you put your mind to it.
Louisa Hooper, Event Manager for Research in Finance adds “Always try to have at least one full day at the venue or location prior to the start in order to make sure everything is in place and to sort out any hiccups prior to the kick off day! Calm before the event should hopefully mean a calm, smooth event!”
Laura Scruton, an Ambassador for The Public Health Collaboration, suggests adapting to/adopting a Real Food diet, cutting out most processed food and sugar. She tells us that once you are better adapted/able to run on the body’s fat stores, avoiding blood sugar crashes, it is possible to work hard and focus for hours even if you don’t have time for a break. ‘I find being able to be busy all day with just one break for a delicious, top quality meal, allows me to fit in a lot more activity – as well as the well-deserved pleasure of good food!’ As with all of these things, we need to start this approach before we get on-site but being able to keep up stamina and our blood levels consistent whilst busy will have hugely a positive influence.
Now you’re on-site. What happens when inevitably you’re at the event faced with 4 hours sleep, surrounded by caffeine and sugary snacks?
We got some great advice on how to manage your sleep from Risa Gabrielle, London-based sleep therapist who tells us that “A sleep cycle is 90 minutes in length, which is good to know when you are busy at an event and potentially can’t get a full night’s sleep. We want to avoid waking up in the middle of a sleep cycle so we can be better rested and feel less drowsy upon waking. On a normal night, 7.5 or 9 hours of sleep is better than the false “golden rule” of eight hours, because you’re not waking up in the middle of a sleep cycle. So when you’re at an event, if you have to get less sleep, think of this 90 min rule and aim to get 6 hours or at a push 4.5 hours, and you won’t be waking up in the middle of a sleep cycle and will feel more refreshed.”
This is where the healthy habits kick in. Maintaining the routine you have at home as closely as possible on-site will allow you to take care of your physical and emotional health. This includes:
Keep to a real food diet – rotate breaks within the team and make sure everyone gets a proper sit down lunch break, ditching the high carb, high sugar meals.
Create a rota so that start and end times are staggered for the team – even half an hour extra in bed will make a huge difference on-site.
Pause and get outside for some fresh air – 2 minutes, 20 minutes, it all helps.
Replace caffeine with water . Tim Willoughby, MD for Ocean Media Group recommends “I drink at least 3ltrs of water a day when onsite – more if I’ve had an intense evening of networking the night before. I also start the day with a pint of water and try to drink as often as I can after.” We think having a water bottle in your hand all day will help you remember to drink, or even getting a strap for your bottle and carrying it across your body.
Keep an eye on colleagues – you’re there to support each other so check in with team members- do they need help/water/a break? And they will do the same for you.
And when you’re on-site and you need a quick pick-me up, try lying down on the floor and putting your legs up the wall, hip distance apart, is a great tool to use when you have three minutes during the day and need a boost.
The two most powerful recommendations I can offer are:
1.To be aware when making choices – how will that make you feel?
2.And breathe. Taking a few minutes to breathe will reset, reframe and refocus your mind and allow you to approach any last-minute hiccup with confidence.
When you get back from the event it’s just as important to remember your well-being.
Allow yourself to rest! So many of us have a hectic schedule and get back from one event to throw ourselves into the next. Give yourself a day to catch up on life admin, laundry and sleep. It’ll ensure a calmer mind, less overwhelm and a chance to refresh. Many companies offer lieu days for event days worked / a day from home after an event so check in with your manager and see what flexibility they can offer.
Being on-site is the culmination of months of hard work and can be so rewarding. By approaching it with a positive mindset and some good habits, you can enjoy the experience and not spend it overworked and overwhelmed. So start building those habits now so that you can be more mindful on-site.
