As a keynote speaker, meeting facilitator, and leadership coach, people often ask me about when, where, and what to plan regarding food for a partial or full-day in-person event. My goal for events is to provide an atmosphere where attendees can feel comfortable, nourished, and energized so that they can be as productive as possible. Among the hardest group in-person events to speak at or to facilitate at are the ones right after a meal in a windowless space, when attendees: have consumed a lot of carbohydrates (carbs), did not go outside for a bit of sun exposure, and did not have time for a quick walk right after eating a carb-heavy meal. Those conditions make it so that attendees are then not just fighting their natural circadian rhythms, but also potential glucose spikes (think high blood sugar), which can make a person very, very sleepy. Add to that that many of us are living in a sleep-deprived world, which of course doesn’t help. With that in mind, here are some things to try as you plan your next in-person event:
1. Know your attendee’s food needs. When possible, ask attendees to let you know in advance about their food needs. These needs can include restrictions, preferences, and allergies. It will help you with tip #2, which is…
2. Offer a deconstructed salad. This “salad” can be literally a salad, or other items but deconstructed as much as possible (think taco bar). When you offer items separated out or deconstructed, it increases the chances that people can create whatever masterpieces work best for them in the moment. For example, with salad, keep the olives, tomatoes, and cilantro separated out. If you are able to follow tip #1, it will help you determine what to separate out and if you can offer seeds or nuts as well. Some people literally have a soapy or metallic taste from some items that other people do not (think cilantro). If you must include raw tomatoes in the salad, offer intact cherry tomatoes that are easy to pick out, because some people have uncomfortable reactions to the gel – the gooey part of the inside of a tomato. A literal salad is also ideal because it helps you to have adequate veggie options. Offering abundant veggie options are key not just for vegans or vegetarians, but also for people who follow a range of religious or cultural observances (think kosher and halal), and of course for people who are trying to get their veggies in. Try to include proteins, fiber, and fats in your offerings, and when possible, keep the carbs separate or make them easy to pick out. Carbs include rice, pasta, bread, and sugary items. Make any sweet dessert options bite-sized, so that people can choose the amount of the sweet bite that they want to consume (one! or lots!).
3. Un-parch your attendees. We live in a parched world, with many workers not having the time nor inclination to drink enough water. Keep those water jugs filled so that attendees can self-serve whenever they need. Sugar makes some people sleepy, so stick with the basics for beverages – water, coffee, tea, and the things that go with coffee and tea such as cream or milk or related condiments. Again, if you know what your attendees like, it will help you to determine if you need to add soy milk or other types of condiments.
To be sure, chefs delight in offering and designing well-thought out food creations that are far from deconstructed. You might have organizational requirements regarding where you can obtain food for your event. Some catering or food takeout scenarios might not have the kind of flexibility that is ideal for what you need. Some people need gluten-free, while others need to avoid rice due to its high glycemic index, which is often a key ingredient in gluten-free items. One way around those limitations is to know your audience. Don’t assume. People’s needs might change from month to month. If they do not tell you that they have food considerations, then you might not need to pre-plan too much, but still ask if you can.
Regardless, if you are facilitating a meeting, do yourself a favor and put some things into place so that you are not competing with a postprandial (as in, the time after eating a meal) energy slump. Help people to feel energized and ready to go. Some people get super sleepy if they are sitting around after loading up on carbs. Many of those people know who they are and they will know to steer clear. But it’s a lot harder to avoid those carbs when they are already integrated into a dish. Bonus points to you if you are able to purchase the food from a small, independently-run business. Whenever feasible, create an environment that will not only make your life easier as a facilitator, but also enables the attendees to have choices. My hope for you is that you will then have the most productive meeting ever!
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Disclaimer: These tips are meant to be a helpful starting point of ideas. Proceed at your own risk. Each person and organization is different, and this information may or may not help you. Try what resonates with you, keeping in mind common sense and circumstances. Seek professional advice that is tailored to your specific situation.
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