Meetings Blog Nov 14, 2019
When are you at your best? There are a variety of answers to this question but being stressed out is certainly not one of them. Stress is an undoubted element of event planning but how good does it feel when you tick off the last item of your most recent success, and then reflect on how ‘in control’ you were. The planning road had some bumps in it, of course, and not everything went exactly as it had been envisaged at the start, but you kept your head well above the water throughout and, when needed, were able to release the pressure valve. Maybe you used some of our stress-busting tips…
Question after question. Issue after issue. There are periods of an event planners life, especially in the ‘during’ phase, that are relentless. Hopping between the tasks that you set, as well as those of the client and anyone else that has an interest, is a challenge in itself. When you add to that the constant queries being fired at you – because everyone knows that you have all the answers – it is important that we accept the brain has its limitations.
With this in mind, don’t try to store all the information inside. Write it down, whether using an efficient paper system or, more likely, taking advantage of an online tool. It seems such a simple piece of advice but if you are not consistently doing it, information overload can quickly take over and once it does the adrenal glands kick in. There is no magic here, organization is key throughout the process
These days the number of tools available to event planners seems endless. Constant advances in technology mean that everything from registering attendees and taking payments, to promoting the occasion and interacting throughout it, are available through a website or application. This is great…at least it is if managed sensibly.
Before rushing into using every new fad that you’ve come across or been recommended to try, think about which ones will truly provide a value to your plans, and the ultimate success of the event. You don’t want to find yourself, for example, swamped under the weight of keeping several social media channels updated if the vast majority of interest comes via just one of them. Understanding your audience and objectives can help you select the right tools – occasionally tech is not the answer – to fulfill your plans, while lowering the time commitment required from you.
The heading of this piece of advice may raise some eyebrows in the planning community. Many would concur, that multitasking is the only way to survive as an event draws near and especially on the day itself. That, indeed, is absolutely true but to reduce the undoubted pressure that it brings on we can consider alternative approaches.
The planning phase certainly needs as much single focus as possible so allocate time appropriately for each of the tasks that have to be dealt with. It’s been proven that, on the whole, effectiveness is negatively impacted when attempting to do more than one activity simultaneously. So tap into your core strength: planning. Set out a clear path leading up to the event and when items need to be completed by, and stick to it as much as the situation makes possible. On the day itself, look to delegate responsibilities across all the resources you have, including assigning roles to venue staff, speakers, and even attendees in subtle, and engaging ways. They will probably enjoy the additional involvement while giving you a little more breathing room.
You’ve made it to the eve of your event and everything appears to be in place. To prepare you for a great night’s sleep take a virtual (or actual, if it is possible) walk through of how the day is expected to go. How will attendees interact? What is your guest speaker’s schedule going to look like? Is the natural flow that you planned looking fit for purpose? Are there any potential hotspots to keep an eye on?
By considering in this way all the questions or challenges that you are likely to face, you and your team can arrive at the venue tomorrow bright, confident and full of positivity. There are always going to be some curveballs thrown in your direction but by visualizing most of them ahead of time, you’ll be able to bat the unforeseen ones away with relative ease.
A healthy lifestyle is something that most of us strive for and stress relief comes as one of the many benefits. It seems so obvious, but any opportunity you get to stretch your legs and breathe in some fresh air during your business day is a huge bonus. If you’re more active then a quick gym workout or game of sport can help even more as it deepens breathing and relieves muscle tension. Alternatively, turn towards meditation, whereby something as simple as a daily 15-minute downtime to allow the mind to relax can do wonders for staving off stress, or tap into movement therapies like yoga or tai chi. And remember to avoid sugary snacks that somehow seem most appealing when under pressure, but do nothing to help you deal with it. A great way to do this is to build healthy snack preparation into your daily plans.
Another factor regarding health is that of the mind. As you attempt to juggle the world on a plate, constantly aiming for perfection, more often than not plans will veer off course. Forget the impossible dream of flawlessness. Unsurprisingly there are going to be glitches along the way, so it’s more about learning to manage them when they pop up. By accepting that last-minute issues are going to arise, and that some of the finer details may need to be adapted, your mind will start, and remain, in a much calmer place. Oh, and always have a suitable back-up plan for the big elements of your event too.
Communication is key in organizations. Just talk to your partners, subordinates, suppliers… Be in constant touch and let them know about any details or news that could affect their work.
Also, develop your skills in how to delegate. A real leader coordinates a team and trusts his coworkers, a selection of experts in every step of the event planning. Keep focused on a 360 overview of the whole process, so you can dedicate special attention to certain issues that may need your touch.
Be positive. An open and optimistic mind is always more likely to find a solution or minimize the consequences or a setback. Look for the support of your family and friends: your loved ones know your strengths and weakness and may know the perfect way to encourage you.
From beginners in the industry to seasoned pros, stress is part and parcel of an event planner’s role. But by following some of our tips above, hopefully you can keep it under control. At NH Hotel Group we lay on an expert team of event specialists, with the objective of making your life even easier, so get in touch and feel those shoulders relax…
