Why Great Meetings Breathe

By Katie Whitby, Head of Sales, The Venues Collection

If there’s one thing I’ve learned from years of working in meetings and conferences, it’s that many organisers try to do too much. Agendas are packed to the brim – back-to-back sessions, working lunches, networking dinners – leaving delegates running on caffeine and willpower. But the truth is, the best meetings don’t run at full speed. The best meetings breathe.

All of our properties within The Venues Collection have outdoor space and I’m constantly reminding organisers: use the space. You’re not just booking a room and a coffee break; you’re booking an experience. Go for a walk after lunch, take a breakout session outdoors, hold a debrief in the bar or restaurant. Those moments of pause are where creativity happens and genuine conversations begin.

I think the pandemic years made us all hyper-aware of time – how much we have and how easily we waste it. The instinct to make every minute count is understandable, but the irony is that productivity often comes from stillness. Giving delegates a chance to slow down, breathe, and reflect makes sessions more meaningful and outcomes more effective.

There’s also a wellbeing element that shouldn’t be overlooked. A long day of session content in artificial light, without movement or natural air, can leave people drained. When organisers encourage short walks around the grounds or quiet moments in our gardens, delegates return energised, not exhausted. It’s a small shift that can make a huge difference in engagement and retention.

Venues like ours are well placed to help reset the pace. We’ve got everything from woodland paths and walled gardens to Italian gardens and manicured lawns – all offering calm, private spaces that are perfect for thinking. They’re not just pretty backdrops; they’re tools for better meetings.

So, next time you’re planning an event, build in some breathing space. Let people step outside, stretch their legs, and absorb their surroundings. Your delegates will thank you – and your results might just surprise you.

Because great meetings aren’t the ones that race to the finish line. They’re the ones that give people room to think.