Spotlight on Meetings and Conventions

How event planners can stay zen during the Holiday rush

It’s a mad dash before the Holidays for everyone. And there’s no exceptions for event planners!

Whether you’re in the final sprint to hold that last 2018 conference or convention—or are already gearing up for an early 2019 event—managing stress is not always easy, particularly with looming deadlines, the upcoming vacation period for many partners and stakeholders, and your personal to-do list for the Holidays.

Most event industry pundits agree that careful planning, backup plans, using technology solutions and proactive workload balancing among all team members are great ways to ward off stress. But what do you do when in the throes of getting everything done on time? We’ve put together a list of top 5 hacks to stay sane before the Holidays.

1 Don’t multitask

Yes, we understand. You’ve got tons of people to see, places to go and things to do. However, studies show that overly multitasking, rather than effective prioritising and focused productivity, can make you feel overwhelmed and boost stress levels.

This is particularly true with respect to technology multitasking, which can wreck havoc on your concentration and the quality of your work.

2 Delegate and delegate some more!


Control freaks beware! Although you have a lot on your platter, you also have team members and partners that can help. Take the time to list what tasks you can assign to someone else and what truly needs to be carried out by you.

Remember, although someone’s work method may not be the same as yours, it’s the outcome that is essential!

3 Accept that nothing is ever perfect

As an event planner, you probably often feel as though you are juggling a lot of important goals and issues. Naturally, you want your event to be a resounding success.

However, it is important to keep in mind that while you may be trying to mitigate even the minutest “imperfections” that could occur during event, your client, stakeholders and delegates probably will never notice. Take a step back and keep everything in perspective; nothing ever goes as planned.

4 Squeeze in some “me” time

Recharging your batteries on a regular basis is important for you to remain productive and alert. “Me” time allows you to remain cool, calm and collected during peak stress.

How can you pull it off? During the day, take a walk, meditate, listen to some music—whatever makes you go to your happy place and unwind. At the end of the day, “me” time also means “offline time” (aka unplugging from your devices and social media). You’ll be surprised at how refreshed you’ll feel!

5 Take care of yourself


As the Greek proverb goes: sound body, sound mind. If you don’t regularly get a good night’s sleep, eat poorly, are dehydrated and forget to exercise, you’ll feel much more anxiety faced with a deluge of tasks than if you are mindful of your health.

In addition, you’ll feel calmer if you spend time with your loved ones and nourish relationships that are dear to you. Taking your mind off of what is bothering you allows your brain to reset, so to speak. And that reset gives you much more clarity when you turn your attention back to your event’s organization.

Planning events, especially near the Holiday season, can be exceptionally trying. However, as the Harvard Business Review indicates, focusing on stress only makes matters worse. However, if you can channel that energy to use stress to your advantage and follow our hacks, you’ll be able to stay the course and do the best job you can—regardless if it’s the most stressful time of the year!

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