For decades, event planners have focused on the mechanics of conferences and conventions: from the agendas and the speaker lineups to the registration flows and the logistical puzzles of feeding, seating and moving hundreds or thousands of people. But in recent times — perhaps accelerated by the pandemic and the cultural shifts it sparked — another dimension has emerged as equally vital: the wellness of attendees.

And now, associations and corporations alike are appreciating that a meeting filled with brilliant content and impressive production can still fall flat if attendees leave feeling drained, overwhelmed or unhealthy. The modern event experience must help people sustain energy, recharge their minds and make meaningful connections while finding some kind of work-life balance.

Their insights, drawn from practice and passion, reveal how simple strategies and thoughtful design can elevate not only the tone of an event but its outcomes.

Wellness as an Integrated Experience

For Robin Ruiz, president & CEO of the Wellness Tourism Association, the key lies in making wellness part of the event rather than treating it as something extra. “I recommend thinking about wellness as something woven into the day rather than an add-on,” she explains. “Simple strategies like offering movement breaks, guided breathing before sessions, or balanced meal and snack options can make a big difference. Even subtle touches such as hydration stations, wellness signage with reminders to stretch, or providing quiet recharge spaces all help keep attendees feeling refreshed and engaged.”

That sense of integration, rather than layering wellness atop an already full program, is echoed by many planners. Ruiz notes, “The balance comes from integration. Instead of adding more to an already full schedule, look at where wellness can enhance what’s already planned. For example, turn a standard coffee break into a mindful pause, or encourage walking discussions in place of seated sessions. By keeping options flexible and low-pressure, wellness becomes a natural support to the content rather than a distraction from it.”

Founder of Escapes Together, LLC, Jill Birkett agrees that the most effective wellness strategies are often the most organic and unforced. “If at all possible, survey your attendees in advance. Don’t assume, for example, that everyone will want early morning yoga. I think a big part of wellness is community at live events,” she says.

Her approach has been to make wellness playful and socially engaging. At one conference, she used stickers with quirky icebreaker phrases such as “I hate golf,” “My dog is my best friend,” or “Pour me the wine, not the beer.” These gave strangers an easy way to connect — and, as she points out, “attendees can feel awkward if they are attending an event where they don’t know other attendees, so then they are not having a wellness experience. Wellness is in the mind and body.”

Jill Perlstein, a longtime association event planner, emphasizes that even small, pragmatic adjustments can shift an entire event’s energy. She recommends “scheduling breaks throughout the program to allow time for reflection and processing information,” setting highboy tables so attendees can stand while leaning, and creating quiet rooms where people can rest. “Providing access to water and reminding attendees to stay hydrated, especially at higher elevations” is another no-cost but high-impact strategy, she says.

Taken together, these voices underscore that wellness is not a separate track — it’s the subtle framework that sustains engagement across every session, meal and networking block.

Balancing Well-Being With Busy Schedules

A frequent challenge for planners is reconciling wellness activities with jam-packed schedules. How can you add without overwhelming? For Ruiz, the answer again lies in substitution, not addition. A walking meeting may replace a seated panel or a short guided breathing pause may replace another sponsor announcement.

At the National Alliance to End Homelessness, Director of Meetings & Events Jeania Davis has been wrestling with this challenge for several years. Her team formally introduced a wellness program three years ago, responding directly to attendee requests. The result has been transformative.

“The entire homeless community has been very intentional about health and wellness because the work we all do is hard, emotional and requires a great deal of time and energy,” Davis explains. “The Alliance recognized burnout as a real thing among service providers, so the team started offering yoga and meditation in the mornings before breakfast. Since then, the program has grown to include sound bath, breathwork and centering. Twelve- to 15-minute sessions are now offered throughout the day, each day of the conference. The goal is to help folks connect and de-stress from the heavy conversations we have around solving the issues of homelessness.”

Crucially, these activities are scheduled so they don’t compete with educational content. “Yoga and meditation are held in the morning before breakfast; the sound bath and breathing sessions happen in between programming throughout the day,” Davis notes. “On the last day after the last session, there is a final centering session to send people off with intention.”

By structuring wellness into natural pauses, attendees can refocus without feeling like they are missing something important.

The National Conference On Ending Homelessness last summer held a yoga meditation session.

Small Moments of Renewal

One of the most consistent themes among experts is the power of micro-wellness practices — short, accessible moments that punctuate the day.

“Short ‘energy resets’ are one of the most effective tools I’d recommend,” Ruiz says. “These can be 5–10 minutes of guided stretching, light movement or focused breathing built between sessions. They require very little setup, but the impact is clear: attendees feel more alert and engaged afterward. Surveys consistently show that these micro-moments of wellness translate into higher satisfaction scores and stronger attention throughout the event.”

Birkett echoes this, suggesting that even speakers can lead movement breaks mid-session. A simple invitation to stand, stretch or stomp their feet like a tantrum-throwing toddler can transform the mood of a room. “Just a little movement break like that puts people in a good state of mind,” she observes.

For Perlstein, micro-moments are as much about reflection as movement. “Scheduling breaks throughout the program to allow time for reflection and processing information” is a wellness intervention in itself, giving people space to integrate what they’ve heard rather than racing from one session to the next.

Such small shifts may seem minor, but in aggregate, they fundamentally reshape the attendee experience from endurance test to revitalizing journey.

Tailoring Inclusive Wellness

Another thread running through these conversations is inclusivity. Wellness cannot be one-size-fits-all.

“Flexibility is key,” says Ruiz. “Offering multiple ways to participate — including gentle stretches, seated mindfulness or more active movement options — ensures different age groups and energy levels feel included. Cultural considerations also matter: being mindful of dietary preferences, language used in mindfulness practices or offering choices that respect diverse traditions goes a long way in making wellness programming inclusive and welcoming.”

Davis has found success by diversifying wellness opportunities. In addition to structured sessions, the Alliance offers a wellness lounge with small crafting activities, branded puzzles left in hallways and quiet/recovery rooms that serve multiple purposes — from prayer to evening recovery meetings like AA or NA. “Folks use this as a prayer room, quiet room to tune out, and in the evenings, attendees will gather there for AA/NA/GA recovery meetings,” she explains. Importantly, these are often self-organized through the conference web app — planners simply mark and make the spaces available.

Perlstein emphasizes similar flexibility when it comes to meals, teambuilding and tours. “Dining — let attendees know which meals will be provided and clearly label food options,” she advises. “Teambuilding — while this may seem counterintuitive, ensure your team actually wants to participate. Forcing teambuilding activities can lead to resentment. Instead, ask about training or information gaps, and design activities that build trust and foster open communication.”

By tailoring wellness options to different needs, planners ensure that no one feels left out of the well-being equation.

The Vital Role of Environment and Venue

Wellness is not just about activities; it’s also about the spaces in which they happen. Ruiz highlights that “the environment can make or break the wellness experience. Whenever possible, prioritize natural light, fresh air and access to outdoor spaces. Indoors, thoughtful layout like creating quiet zones, using plants and arranging seating to encourage comfort supports mental and physical well-being.”

Davis takes a pragmatic approach: “When the conference was in San Francisco, some attendees held a morning run alongside the ‘Skid Row Runners.’ That was special because that is a group made up of runners who are/were homeless. When the activities tie into our cause like that, it’s special for our attendees.” She notes that marina views in San Diego added a natural sense of peace, but even less inspiring venues can be adapted through aromatherapy, sound and thoughtful staging.

Perlstein adds that negotiating gym access, pointing attendees toward local trails or simply sharing information about nearby green spaces can extend wellness beyond the walls of the convention center.

Community, Networking and Wellness

Wellness is not just physical; it’s also social and emotional. Creating community can be as revitalizing as a yoga class.

Davis emphasizes that “networking opportunities are held in the evenings and are social in nature to aid in de-stressing. The thought is to do business during the day and to enjoy time with your colleagues in the evenings.” Karaoke nights, game nights and even an upcoming open mic night have proven wildly popular, particularly for solo attendees who might otherwise eat alone in an unfamiliar city.

Birkett’s playful stickers and interactive openings serve a similar purpose — helping people relax into community and find points of connection. “A big part of wellness is community at live events,” she says.

In this sense, wellness is as much about reducing isolation and building belonging as it is about exercise or nutrition.

Trends and Tomorrow’s Wellness

Looking forward, Ruiz identifies three major shifts: wellness as a core expectation, micro-wellness moments becoming the norm, and sustainability increasingly intersecting with wellness. “Together, these trends signal that wellness is moving from ‘nice to have’ to an essential ingredient of successful events,” she predicts.

Davis emphasizes that in her sector, wellness has always been valued, especially given the emotional toll of homelessness work. But she has also seen how expectations have risen post-pandemic, with attendees demanding more opportunities to recharge.

Perlstein sees wellness not as a fleeting trend but as a permanent and integral part of events. “Every attendee has unique needs, and while it’s impossible to please everyone, intentional planning can ensure wellness remains part of the focus,” she says.

For Birkett, the future may be less about new tools and more about returning to simple human-centered design: opportunities to connect, breathe, laugh and stretch.

Wellness in meetings and conventions is no longer confined to morning yoga or optional spa breaks. It’s embedded into the structure of successful events — from micro-moments of stretching and breathing, to inclusive spaces for prayer or crafting, to evening karaoke sessions that transform strangers into friends.

As Ruiz, Davis, Birkett and Perlstein make clear, wellness is not a distraction from core content but the fuel that allows attendees to fully engage with it. The future of meetings will be measured not only by the insights shared but by how people feel while experiencing them: energized, connected and cared for.

In short, wellness is no longer an amenity. It’s the foundation for meaningful, memorable and magical events. AC&F