Can we be honest? Event planning can be both extremely rewarding and utterly stressful. From prioritizing attendees’ needs, to making sure the caterer is informed of any last-minute menu changes—running an event can oftentimes feel like a never-ending sprint. Factor in a bit of self-imposed pressure to ensure that your event is a success and goes off without a hitch and you’ve got quite the heavy load to carry. How does one stay calm and composed when all, but nothing is seemingly in utter chaos around you?
Here are a few quick tips to keep in your back pocket the next time you’re tempted to take refuge in the nearest coat closet for a pre-planning meeting meltdown.
Do a quick check in with your mind, body and soul.
Be honest with yourself. Have you had any food today? How much water have you gotten so far? Our guess is that you may have neglected some seriously important biological components while you were busy taking nonstop phone calls from anxious clients and stakeholders. Listen carefully. The world will not stop if you take a lunch break. Or if you step outside for a quick powerwalk in the fresh air. Remember that taking care of yourself is important during times of great stress and anxiety. If you want to give your best in your work—to your clients—you must be at your best. As the old saying goes, “You cannot pour from an empty cup.”
Remind yourself to go with the flow.
As a planner, your middle name should be F-L-E-X-I-B-L-E. To keep yourself (and your clients) sane, remember to take everything in stride. Keeping your cool when things get hectic can be difficult, especially when one more thing goes wrong. Remind yourself that nothing and no one is perfect. Utilize your critical thinking skills and the resources around you and encourage your team to do the same. If the problem isn’t one that can be easily remedied—improvise.
Set firm boundaries and stick to them.
When planning an event, conference, staff retreat—whatever the reason for gathering is—it can be easy to try to be everything for everyone. You might find yourself being the after-work hours therapist for a frenzied client or may look at the ten missed calls on your phone from your hovering supervisor asking for finalized event details. In this arena, it is crucial that you set and stick to your boundaries. If you need to set your phone to ‘Do Not Disturb’ from 6pm to 7am each day, do it. Don’t be afraid to set firm boundaries around what you can and what you cannot or are not willing to do. This self-care practice is a small but oh so important step. Set them and keep them—you’ll thank us for it later.
Don’t be afraid to ask for help.
Prioritize. Delegate. Repeat. Don’t be afraid to lean on your team in times of mounting tension and stress. If you can’t do it, say so. The sooner you speak up about a task that needs doing that you just can’t add to your plate, the sooner you can find someone who is willing and able to tackle it on your behalf. Remember that you are only one person, but you don’t always have to go it alone. Release the reigns and allow yourself the space to ask for what you need.
As much as you can, expect the unexpected.
This should be the universal motto for event planners across the globe. From keeping your phone charger handy, to remembering your to-do list—for an event planner, preparation is key. Set reminders on your phone or on a notepad of things to remember day-of. And for your own sanity, don’t forget to charge your phone ahead of time to make sure lines of communication are open and ready for any emergencies or last-minute changes.