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The key to reducing stress in event planning

Many things contribute to the stress levels of event planners: tight deadlines, high expectations, and vast amounts of responsibility – to name just a few. Succumbing to this stress means being overwhelmed and burnt out. So, what’s the key to mitigating stressful situations? Forgo ineffective communication and decreased productivity by planning more. Here are some ways to accomplish that.

Identify your stressors and triggers, and then prepare in advance for how to manage them. This could be something as simple as taking scheduled breaks, practicing mindfulness at work, or performing breathing exercises behind the scenes. Planning ahead for moments of stress can create a positive and more focused headspace.

Create a realistic timeline for your event and allow adequate time to complete tasks. Time management is one of the most important pieces of the event planning puzzle, but we all know the saying about “best laid plans…” It’s possible that you'll need to adjust and readjust the timeline as needed. Preparing plans B and C in advance can help ensure tasks are completed on time, regardless of any last-minute challenges.

Event professionals must be able to delegate tasks and effectively communicate with a wide variety of colleagues, vendors, and clients. Poor communication or an inability to manage your team effectively can lead to stress and negatively affect your focus. To avoid this, make sure everyone understands the event goals, timeline, and expectations. Regular check-ins and updates in advance can help ensure everyone is on track and that potential issues are addressed quickly and efficiently.

Lastly, prioritize self-care when you’re “off the clock.” Have fun and engage in activities that bring you joy. Be kind to yourself and practice self-compassion. Take each day one at a time, and remember that every small step forward is a step in the right direction. Rest, relax, and recharge to maintain your mental health and well-being.

In order to create successful and meaningful events, planners need to manage their exposure to high-stress situations. Clients rely on event professionals to execute their specific vision, but that doesn’t mean we have to absorb their stress, too. We all know that to give our best, we have to be our best. If you’re looking for a way to get started, practice self-care, plan ahead for challenging timelines, and communicate clearly with all parties involved.


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