5 Stress management techniques for event professionals  

It is no surprise that event professionals carry the weight of stress on their shoulders. Most event planners are required to wear many different hats, all at the same time  – you are a writer, project manager, a marketer, a web designer, a strategist, a data analyst, and a problem-solver.  So, as you’re playing the balancing act of event management, how can you protect your wellbeing and avoid stress and burnout?  

First, let’s acknowledge that stress is completely normal, and not all stress is considered bad. Eustress is an incredible motivator – it can inspire you and focus your energy. However, when you’re feeling worn out, anxious, and jittery, this level of stress is not ideal. 

When deadlines are looming, lead times are fast approaching, and your registration numbers aren’t where they need to be, it’s very easy to let the stress creep in, and your work hours extend.  

I know what you’re thinking: Everyone does this in the event industry. We’re expected to work long hours. A little bit of stress is fine. 

Sure. We know this might be the ‘norm’ for some event planners, but it shouldn’t have to be. In such a fast-paced environment, stress management becomes crucial not only for personal wellbeing but also for maintaining top-notch performance.  

Understanding how to protect your wellbeing by reducing and managing stress will ultimately lead to a happier, healthier, more focused, you.  

In this article, we’ll explore five effective stress management techniques tailored specifically for event professionals:  

1. Establish boundaries for work/life balance 

2. Manage time more effectively  

3. Delegate responsibilities 

4. Prioritize movement and mindfulness 

5. Reflect and acknowledge  

1. Establish boundaries for work/life balance 

As you’re juggling your many event hats, knowing exactly when these come off and shoved in the closet is priority #1. If you’re constantly ‘on’, always available, and ready to jump on the phone at a moment’s notice, then you’re never truly switching off.  

It’s easy to neglect personal boundaries and self-care practices. However, prioritizing time for oneself is essential for long-term stress management.  

Whether it’s setting limits on work hours (especially with clients), scheduling regular breaks, or indulging in hobbies and relaxation activities, ensuring your time is yours is incredibly powerful. By establishing boundaries and self-care practices, you can recharge and replenish your energy, ultimately leading to greater resilience in the face of event stress. 

2. Manage time more effectively  

As a creative myself, I understand the role of planning, perfectionism, and control. When you mix that with the high-pressures stakes of events, major deadlines, and meticulous details… that is a sure-fire recipe for a stress sandwich.  

This is where effective time management becomes your best friend. When you have clear tasks and deadlines mapped out, you’re much more inclined to progress, rather than get lost in the details.  

Implementing time management techniques such as the Eisenhower matrix, or creating checklists, breaking larger projects into smaller, manageable steps, and utilizing time-blocking methods such as Pomodoro can help create a sense of control amidst the whirlwind of event planning. Pomodoro is a personal favorite of mine as it allows you to commit dedicated periods of time to one task, and one task only.  

EventsAir allows you to map out your entire event master plan – this helpful tool lists all tasks, dates, and deadlines, allowing you to always keep track of your event’s progress. By allocating time wisely and avoiding last-minute rushes, you can minimize stress and increase productivity. 

3. Delegate responsibilities  

Delegation may sound like a no-brainer, but event professionals often fall into the trap of trying to do everything themselves, leading to overwhelm and heightened stress levels. Learning to delegate tasks effectively is an important skill for stress management – especially when you can get it right and stick to it.  

By entrusting certain responsibilities to capable team members, you can ensure a fair and equitable workload for all. And, if you also lean into the expertise and strengths of those members, tasks can become much manageable. There is also a greater level of accountability and transparency for the entire team if you have that task visibility from the get-go.  

Another quick tip – outsource repetitive, manual or heavy lifting tasks to further lighten your workload and allow you to focus on high-priority or creative aspects of your event planning. Most technology providers will ensure you can remain supported throughout your entire event with professional services.  

4. Prioritize movement and mindfulness 

Incorporating regular breaks and movement throughout your day is a vital tool for stress management. Whether it’s a quick walk around the block while on the phone, a 10-minute yoga session between meetings, or taking the stairs instead of the lift every day, physical activity releases endorphins, the body’s natural stress relievers.  

Many event planners also swear by meditation, or simple mindfulness activities such as journalling, or even gardening, to refocus and center oneself. When you’re focusing on the present moment, it’s much easier to take a step back, decompress, and reflect on your wellbeing, rather than letting all-things-events dominate your thoughts.  

5. Reflect and recharge 

Amidst the hustle and bustle of event planning, it’s crucial to take some moments for reflection and acknowledgment. Pausing to celebrate achievements, no matter how small, fosters a sense of accomplishment and gratitude. 

Reflecting and recognizing your hard work and milestones helps you identify the ‘big wins’ throughout your personal event journey. Plus, truly acknowledging your dedication allows you to stop and smell the roses. And perhaps pinpoint the thorns.  

For example, our very own EventsAir team conducts an in-depth post-event retrospective after AirTime, our annual customer conference. During this retrospective, the core AirTime team took the time to answer three critical questions: 

1. What worked well? 

2. What didn’t work well?  

3. What would we do differently next time?  

Once you’re able to reflect and recharge, you may gain perspective and identify areas for growth – specifically from any challenges faced. Learning from these encounters should help you navigate future endeavors with confidence and ease. 

Ensure your event technology supports you  

Even though EventsAir is not a magic stress reliever, it does have a myriad of helpful event management features, and tools, to ensure you remain hyper-productive. Our team of EventsAir experts are also here to support at every stage of your event journey. 

If you would like to understand how we can help you unleash the power of event planning technology for your team, then schedule a demo with one of our team members today.