Tips To Plan an Event without Any Stress

Being an event planner is definitely not the easiest job you can find. In fact, it is known to be the 6th most stressful job of all time and also the one where the pay is less compared to the stressful jobs ranked above and below it.

When you’re an event planner, it can be difficult to hope that everything will work out smoothly. You would have to deal with last minutes cancellations, orders turning out incorrect on the day of the event and so many unpredictable things that leave you in a constant state of stress.

The key is to learn how to make your life easier by reducing the stress that comes along with event planning. If you are looking for ways on how to do so, continue reading on to the tips written below.

Break Down and Write the Event Plan

As an event planner, the task of writing down the beginning parts of your event plan takes first priority. When you fear the unpredictability of how you can best manage your event and its possible outcome, you are letting your stress run on a rampage and wreck your thought process.

That is why it is so vital to plan out the starting pieces of your plan first. And we really mean just the starting pieces. If you end up writing down every part of your plan, you will be overwhelmed and that will again give way to more stress infiltrating your mind.

Start with the basics and then slowly add in new tasks after completing the initial ones. This way you will good about managing each task one at a time and you will work more productively as the time goes on.

Stick To Your Boundaries

Giving your clients the choice of contacting you at any time of the day is one of the worst mistakes you can do.

Imagine coming home after working tirelessly the whole day. You are about to go to sleep so that you can wake up fresh and ready for the next day when suddenly you are bombarded with phone calls, emails and texts from your client in the middle of the night.

Let your clients know your business hours so that they know that will be the only time they can be in touch with you. And make sure you stick to those timings. If you answer your clients’ queries outside of office hours, you are giving them the indication that there is very little significance behind your office hours.

Only answer during work hours so that your clients will know that this will be the only time you can be available for them. It will reduce loads of stress of your body and help you create a well-developed professional business relationship with your clients.

Don’t Forget the Backup Plan

There is one fact that all event planners must accept. And that is that no matter how smoothly your event plan goes, some mishaps are bound to happen no matter how big or small they may be.

A professional event planner will always learn to embrace any mistake that might end up occurring during their plans. The only thing you need to do is to breathe and calmly assess the situation and come up with a way to solve the mess.

This is where you need to come up with a backup plan. Write down the necessary countermeasure and alternatives you can work in case something goes wrong. Also, make sure that you draft out penalties for anyone who cancels upon you at the very last minute. This way fewer people will be discouraged to create any mishaps on the day of the event and you will have one less thing to stress over about.

Focus on Team Collaboration

Not every event planner is a superhuman who can take on all the tasks of event management all upon their shoulders. To make an event successful, you need a team of people who works alongside you to turn that dream into reality.

However, your team needs to be on good terms with each other. If they aren’t then not only do you have to deal with different hectic management event ideas such as venues and catering services etc., but you also have to deal with the unending drama between your team members. Don’t let that kind of unwanted stress plague your workspace.

A study by the Harvard Business Review talks about some of the most effective ways you can make your team come together and produce productive results. Look into it to help your team be rid of any conflicts between one another.

Make Full Use of Technology

Gone are the days when you had to fax your clients or spend several hours on calls over minor things.

Set up your website where anyone can see what your event management package includes and make them register online. All of this will be available to your viewers 24/7 so you don’t have to waste time explaining that to each client who calls you up.

Add social media buttons on your site so that anyone can share your information on other online forums. You can also make multiple accounts on different social media places. Post up pictures on Instagram or even share event details on Facebook etc.

Using technology to help you out with work will make things less stressful for you and give you more time to come up with better ideas for your event.

Take Some Time Out to Relax

Do not deprive yourself of breaks. Prioritizing your health is very important if you are to survive the hectic lifestyle of an event planner.

Even if things are going according to plan, you will still stress out if you aren’t taking good care of your health. Try to find ways that can help your body and mind relax such as exercising or meditating. Both of these are great for slowing down the heart rate which will calm down your body. Exercising releases endorphins in the body which reduce stress and lower the feelings of fatigue and anxiety.

You can also read a book as it can divert your mind from your event tasks or take a walk outside and meet up with friends. Taking care of yourself not only benefits you but it also helps your mind come up with better ideas- making you the best event planner you can possibly be.

Conclusion

Always remember, you can’t do everything alone and it’s ok to ask for help when the chips are down. Once you have made your event plan, distribute the tasks to all of the members and take the time out to explain to them how they should do it. The more tasks you give out and explain, the less you will stress over it in the future.

About RJ Frometa

Head Honcho, Editor in Chief and writer here on VENTS. I don't like walking on the beach, but I love playing the guitar and geeking out about music. I am also a movie maniac and 6 hours sleeper.

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