Event Logistics, Including Dates, Times and Durations

Planning an event in advance ensures availability, increases engagement and improves productivity.

Planning an event time and date in advance is important for several reasons:

• Ensures availability: By planning in advance (we suggest two weeks' lead-up time), all the members of your program can mark their calendars and ensure that they are available at the designated time. This helps avoid scheduling conflicts and ensures everyone is present for the session.

  
  

• Increases engagement: Knowing the date and time of an event in advance allows time for suitable marketing, members to prepare for the session, review any materials or notes that may be needed, and mentally engage with the topic. This helps increase engagement and participation during the session.

  
  
• Improves productivity: Planning a time and date for an event ensures that the session is efficient and productive. Members are focused, engaged, and prepared, which leads to more meaningful discussions and better outcomes.

Date and Times

Based on research, the best day and time for events and events can vary depending on the type of event or session and the audience. However, here are some general findings:

• Weekdays: Weekdays are generally the best time for events as people are typically more available and focused during the week.

  
  

• Mid-week: Wednesday is considered the best day for events and events as it falls in the middle of the week and allows participants to break up their week.

  
  

• Morning or early afternoon: Research suggests that the best time for events is in the morning or early afternoon when people are most alert and focused.

  
  
• Avoiding certain times: It's also best to avoid scheduling events on Mondays, Fridays, weekends, or during holidays, as these times are typically reserved for personal or family activities.

However, it's important to keep in mind that the best day and time for events can vary based on individual schedules, location, and other factors. Surveying members to find a time and day that works best for everyone is always a good idea.

Duration

The ideal duration for an event or catch-up can vary depending on the specific context and goals of the session. However, research suggests that the optimal length of a session would be between 30 minutes - 60 minutes.

​

Sessions lasting longer than 90 minutes were associated with decreased engagement and productivity sessions that lasted less than 30 minutes and were often not productive enough to achieve their goals.

Ultimately, the duration of an event or catch-up should be determined by factors such as the purpose of the session, the number of participants, and the availability of time. Setting clear objectives and an agenda for the session beforehand ensures the time is used effectively and efficiently.