Planning and executing an event is no small feat, and for meeting planners, sleep often becomes an afterthought. Long hours, high-pressure decisions, and unexpected challenges can lead to restless nights, leaving planners running on fumes. However, prioritizing sleep is crucial for maintaining energy, mental clarity and overall well-being. Likewise, ensuring attendees get quality rest can enhance their experience and engagement.

Here are some key strategies for both planners and attendees to get better sleep during events, as outlined by sleep specialist Dr. Audrey Wells during a Return on Wellness podcast hosted by wellness expert David T. Stevens and sponsored by Caesars Entertainment.

Sleep Tips for Meeting Planners

Plan Sleep into Your Schedule

Just as you meticulously plan event schedules, incorporate designated sleep and rest periods into your personal itinerary. Block out a minimum of six to eight hours for sleep, and treat it as non-negotiable.

Choose Accommodations Wisely

Whenever possible, book a hotel room that prioritizes comfort and quiet. Request a room away from elevators, ice machines and busy streets to minimize noise disruptions.

Manage Caffeine Intake

While coffee may feel like a lifeline during a busy day managing an on-site event, excessive caffeine intake — especially in the afternoon and evening — can interfere with sleep. Opt for water, herbal teas or decaffeinated options later in the day.

Establish a Wind-Down Routine

After a long day of event logistics, your mind needs time to decompress. Engage in relaxing activities like reading, listening to calming music or practicing deep breathing exercises before bed.

Utilize Sleep Aids Strategically

White-noise machines, blackout curtains and sleep masks can help create a conducive sleep environment. If necessary, melatonin or herbal supplements may assist in adjusting to new time zones.

Delegate and Trust Your Team

Sleep deprivation often stems from feeling the need to control every aspect of an event. Empower your team to handle certain responsibilities, allowing you to step away and rest when needed.

Schedule Short Power Naps

If getting a full night’s rest isn’t possible, a 15- to 30-minute power nap during the day can help restore alertness and energy levels without interfering with nighttime sleep.

Helping Attendees Sleep Better at Events

Event attendees also face sleep challenges, from jet lag to jam-packed schedules. Creating an environment that promotes rest will lead to a more engaged and satisfied audience. Here’s how:

Choose Sleep-Friendly Venues

Partner with hotels that prioritize sleep wellness, offering soundproof rooms, comfortable bedding and blackout curtains. Consider venues that provide sleep-focused amenities, such as aromatherapy or pillow menus.

Design Reasonable Event Schedules

Avoid scheduling early morning sessions after late-night networking events. Allow for breaks throughout the day to give attendees time to recharge.

Provide Sleep Tips in Event Communications

Include practical sleep tips in pre-event materials, such as avoiding heavy meals before bed, reducing screen time at night, and maintaining a consistent sleep schedule.

Create Rest Zones

Designate quiet areas with comfortable seating, dim lighting and relaxation aids like soothing music or guided meditation resources where attendees can unwind between sessions.

Offer Wellness Activities

Morning yoga, guided meditation, or stretching sessions can promote relaxation and better sleep. Encourage movement throughout the day to reduce stress and improve sleep quality.

Manage Lighting and Noise Levels

Ensure meeting spaces aren’t overly bright in the evening and avoid excessive noise during late-night events. Subtle adjustments to lighting and sound can help signal the body that it’s time to wind down.

Educate on Jet Lag and Time Zone Adjustments

For international events, provide tips on adjusting to time changes, such as gradually shifting sleep schedules before travel, staying hydrated and getting exposure to natural light during the day.

By prioritizing sleep, both planners and attendees can enhance their event experience, improve focus and ensure a more enjoyable and productive time. With thoughtful planning and small adjustments, everyone can wake up refreshed and ready to make the most of the event!