A brake on the coffee break

Coffee breaks at events often spill over into long chats that find no end, resulting in the main event being sidelined. Here are some tips that can help cut them short

Trishal Rao Chief Executive Officer SKIL Travel

One of the main reasons why you go to a conference is to learn together with a group of people and make connections. You can improve engagement by involving delegates throughout the conference with a little planning and using the right techniques. These may include a small engagement activity pre and post the break that is fun and light, and makes people want to come back. A short riddle that they need to answer or a fun pop-up quiz related to the topic are also helpful.

It is necessary that the time and duration of the break be communicated to participants. A small bell or announcement five minutes before the end time of the break also helps in making participants aware of the time and gives them enough of it to end their current conversation and come back for the second session. Hosting a networking gala dinner post the conference so that participants can have a conversation and network with other delegates will help cut short the conversations at coffee breaks. It is also very important that the conference begin on time and all sessions run on time; the value of time can be expressed in this form as well. Having the best session/ talk/speaker post the break will encourage participants to return on time.

Laveena Bhatia Director Mach Conferences & Events

There are so many different ways to increase the overall effectiveness of the conference. Shaking up the session format will not only bring attendees back after the coffee break but will also encourage new ways of engaging, learning, collaborating, networking, and getting the attention of participants for the entire timeframe of the event. One of the ideas to reinvigorate the conference is to announce a game/competition after the tea break.

Games are a fun and informal way to connect. Bonding through group activities also makes it easier for people to strike a follow-up conversation. This format works well in both dedicated networking slots and as an all-day competition that runs in the background. To take it a step further, one can also execute these networking ideas using live polls. It is an extremely effective way to engage with large crowds instantly.

Nicholas Dumbell General Manager Renaissance Mumbai Convention Centre Hotel

MiCE requires an innovative approach! While delivering the purpose of an event, one must also ensure that emphasis is laid on the detailing of themed breaks during these conferences and meetings. Themed breaks are an uncommon practice and not many convention centres implement them. We have come up with a diverse range of themed breaks that have kept participants engaged. During one of the events held at Renaissance Mumbai, the theme was Avengers versus Rajnikant. From food to artwork, the theme was incorporated everywhere. Though delegates appreciated this out-of-the-box idea, organisers would still think multiple times before implying this at a formal event. Unique, innovative, and divergent theme break ideas make Renaissance Mumbai events distinct. That said, themed breaks are not an easy task at hand. They require immense brainstorming and minute detailing.

Disha Shah Director ICE Group India

While one can gather the crowd initially, keeping it till the end along with active participation and ensuring an effective deliverance of the subject is a big task at hand, and after a break this gets even more challenging. However, there are some smart ways to ensure active participation. For instance, if there is a performance or an address by a celebrity, it should be timed right after the break. This has always been a turning point and an attraction for an event; their performance brings in energy and entertainment for guests. It is not often that one gets to see or enjoy a live performance by a celebrity, so it will keep participants from stepping out. An engaging activity gives attendees a break from long sessions and an opportunity to indulge in something new.

Social media also plays a crucial role at events. A social media kiosk or a related activity can keep people busy during the break. Later, goodies related to those activities will help attract them to the main venue.

Sagar Raman National Head – MICE and Leisure Business dnata International

Our best practices, which we have already successfully implemented at events, include the smart App, where all relevant information is easily accessible to participants. The agenda is automatically synchronised with participants' personal calendar, ensuring they are notified and reminded of the meetings during breaks, and the meeting timelines are maintained.

Besides being user-friendly, the mobile application is also an eco-friendly solution as it curbs the use of paper at events. We also regularly use QR technology at networking events, where we generate individual codes for all booths/meeting tables. Participants can scan with their smartphones to efficiently schedule meetings.