How do you determine the number of breaks to include in a conference schedule?

If you're planning a conference, one of the key factors that can affect the attendee experience and satisfaction is the number and length of breaks. Breaks are essential for allowing participants to recharge, network, and absorb the information they've learned. However, too many or too long breaks can also disrupt the flow, reduce engagement, and increase costs. So how do you determine the optimal number of breaks to include in your conference schedule? Here are some tips to help you balance the needs of your audience, speakers, and sponsors.

1 Consider the conference format

The first thing to consider is the overall format and duration of your conference. Is it a single-day or multi-day event? Is it online or in-person? Is it a general or niche topic? These factors can influence how much content you need to cover, how much interaction you want to facilitate, and how much flexibility you have in your schedule. For example, a single-day online conference on a niche topic might require fewer and shorter breaks than a multi-day in-person conference on a general topic.

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Ajay Bansal

Public Policy I Govt Affairs I Logistics I Retail I Ecommerce I Technolgy
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Format and duration of your conference significantly influence how you should schedule breaks. The key is to balance the need for rest, networking, and content absorption, keeping in mind the specific requirements of your event's format. By doing so, you can enhance the overall experience for your attendees, ensuring they stay engaged and energized throughout the event.

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2 Factor in the session length and type

The next thing to consider is the length and type of each session in your conference. How long are the presentations, panels, workshops, or Q&A sessions? What kind of format and delivery style do they use? How much cognitive load and emotional impact do they create for the attendees? Generally, the longer and more complex the session, the more breaks you need to provide. For example, a 90-minute keynote speech might need a 15-minute break afterwards, while a 30-minute interactive workshop might need a 10-minute break.

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Ajay Bansal

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Breaks are prime times for networking. which is one of the important aspects for the attendees to connect. As a thumb rule, a break every 1.5 to 2 hours is recommended as peoples will start loosing out on the content post that.

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3 Align with the natural rhythms

The third thing to consider is the natural rhythms of the human body and mind. When are people most alert, attentive, and energetic? When do they feel hungry, tired, or distracted? How do these rhythms vary depending on the time zone, culture, or season? By aligning your breaks with the natural rhythms of your attendees, you can maximize their engagement and retention. For example, a morning break around 10 am, a lunch break around 12 pm, and an afternoon break around 3 pm can match the typical peaks and dips of energy levels.

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Ajay Bansal

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By aligning break times with these natural rhythms, you not only cater to the physiological and psychological needs of the attendees but also create an environment conducive to learning, networking, and overall satisfaction. This approach ensures that the attendees remain engaged and attentive throughout the conference, thereby maximizing the event's effectiveness.

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4 Survey the stakeholders

The fourth thing to consider is the feedback and preferences of your stakeholders. Who are the main groups that have a stake in your conference? What are their goals, expectations, and needs? How do they prefer to learn, network, and relax? By surveying your attendees, speakers, and sponsors, you can get a better sense of what kind of breaks they want and how long they should be. For example, you can ask them about their preferred learning styles, networking opportunities, and break activities.

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5 Test and adjust

The fifth thing to consider is the possibility of testing and adjusting your break schedule. Even if you follow the best practices and guidelines, you might still encounter some unexpected challenges or opportunities in your conference. How can you monitor and measure the effectiveness of your breaks? How can you adapt and modify your schedule if needed? By testing and adjusting your break schedule, you can improve your conference outcomes and satisfaction. For example, you can use surveys, polls, analytics, or feedback forms to evaluate the impact of your breaks and make changes accordingly.

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6 Follow the rules

The sixth and final thing to consider is the rules and regulations that apply to your conference. Are there any legal, ethical, or contractual obligations that affect your break schedule? Are there any health, safety, or accessibility issues that you need to address? Are there any industry standards or best practices that you need to follow? By following the rules and regulations that apply to your conference, you can avoid any potential problems or penalties. For example, you can check the local laws, venue policies, or speaker contracts to ensure that you comply with the minimum or maximum break requirements.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Pankaj Khuspe

Training & Placement Officer at College of Pharmacy, Paniv.
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Determine breaks in a conference schedule based on event duration, content intensity, audience preferences, legal requirements, session format, logistics, and cultural considerations. Adjust to ensure attendee engagement and comfort. In short tailor the number of breaks based on the specific characteristics of your conference and the needs and preferences of your attendees.

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How do you determine the number of breaks to include in a conference schedule?

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1 Consider the conference format

2 Factor in the session length and type

3 Align with the natural rhythms

4 Survey the stakeholders

5 Test and adjust

6 Follow the rules

7 Here’s what else to consider

Conferences

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How do you determine the number of breaks to include in a conference schedule?

1

2

3

4

5

6

7

1 Consider the conference format

2 Factor in the session length and type

3 Align with the natural rhythms

4 Survey the stakeholders

5 Test and adjust

6 Follow the rules

7 Here’s what else to consider

Conferences

Rate this article

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