event professional in her working environment looking at a long to-do-list for her next virtual event

Managing Event Planner Stress: 10 Tips for Hosting Stress-Free Events

Read time:


< Blog home

Event planning is tough! As an event planner, you have one of the most challenging and most stressful jobs out there. From coordinating complex events, to managing multiple tasks and deadlines, it's a wonder how event planners ever get any sleep!

But, don't worry, there are ways to reduce stress and maintain a healthy work-life balance. Here are 10 tips to help you get started!

1. Practice Mindfulness Meditation

event coordinator switching from stressful social media platform to a calming meditation app to do some deep breathing and calm her nerves before the next event

Have you ever felt like you're constantly running an (event) marathon, but you're not even sure what you're running towards? Well, mindfulness meditation is the break you need. Think of it as a mental time-out. Focus on the present moment, without judgment, and you'll find yourself feeling less stressed and more centered.

If you’re not sure how to practice meditation, meditation apps can be a great way to start. Here are our top picks, in no particular order:

2. Try Progressive Muscle Relaxation

This one is for all the stress balls out there. When you're feeling overwhelmed, you might find yourself tensing up all over. Progressive muscle relaxation is a technique that involves tensing and relaxing different muscle groups, which can help release physical tension and promote relaxation.

3. Manage Your Time and Prioritize Tasks

event organizer spending a large amount of time multi-tasking, either working on the event planning process or communicating with stakeholders and team members

If you're feeling overwhelmed, it's important to prioritize your tasks and manage your time effectively. Some popular prioritization techniques include:

  1. Eisenhower Matrix: Prioritize tasks based on their level of urgency and importance.
  2. Pomodoro Technique: Divide your work into focused 25-minute intervals, followed by a 5-minute break.
  3. ABC Analysis: Prioritize tasks based on their level of impact, assigning A tasks to be done first, B tasks to be done next, and C tasks to be done last.
  4. Focus Time: Dedicate specific blocks of time each day to work on your most important tasks.
  5. Time Blocking: Schedule specific times for tasks, meetings, and breaks throughout the day.

Choose one or several of these time management and prioritization techniques as your guide and you'll soon be on the path to a more productive and stress-free life.

4. Reframe Negative Thoughts

event organizer fighting feelings of energy depletion and signs of burnout and mental distance with cognitive therapy

Have you ever heard the phrase "change your thoughts, change your life"? That's the basis of cognitive reframing. When we reframe negative thoughts and perceptions into more positive and productive ones, we can reduce stress and increase feelings of control.

5. Exercise Regularly

event planner going for a jog outside to improve her wellbeing and reduce stress levels with some downtime before her in-person event

Regular physical exercise has been shown to reduce stress, improve mood, and increase overall well-being. Make time for physical activity each day, whether it's a brisk walk, yoga, or strength training. It's a great way to get your blood flowing and release some of that built-up stress.

6. Seek Social Support

event planner visiting family and friends before the day of the event instead of burning the midnight oil with her events team

Prevent burnout by leveraging the benefits of social support. Seek out trusted individuals, including friends, family members, or join a professional organization, such as Meeting Professionals International (MPI), to receive emotional and practical support during the event planning process.

7. Set Boundaries

Learning to set healthy boundaries between work and personal life can reduce feelings of burnout and increase overall well-being. Make time for activities outside of work that bring you joy and relaxation. Whether it's reading a book, watching a movie, or taking a walk, it's important to disconnect and recharge.

8. Maintain Good Sleep Hygiene

event planner sleeping in her bed, relaxing before the big webinar on the next day

Poor sleep has been linked to increased stress and decreased overall well-being. Make sure to prioritize adequate sleep by establishing a consistent sleep schedule and creating a relaxing sleep environment.

Again, there are several apps available that can help you establish good sleep hygiene.

  • Sleep monitoring apps are a type of software that track and analyze an individual's sleep patterns. These apps come in two forms, sleep tracking and sleep cycle analysis. Sleep tracking apps provide information on an individual's sleep patterns and offer tips on how to improve their sleep quality. Meanwhile, sleep cycle analysis apps keep track of an individual's sleep patterns and suggest ways to optimize their sleep cycle for the greatest benefits.
  • White noise and soundscape apps play calming sounds, such as rain, waves, or white noise, to create a peaceful environment for sleeping.
  • Bedtime reminder apps remind you to go to bed and wake up at a consistent time to establish a healthy sleep schedule.

9. Get Professional Help

If stress levels become unmanageable, it may be necessary to seek professional help. A licensed therapist or counselor can provide you with techniques and support to effectively manage stress. Don't be afraid to ask for help. After all, even superheroes need support from time to time.

10. Switch To User-Friendly Event Technology

You know the drill - you spend more time staring at a computer screen trying to figure out event technology than you do actually planning events. We think technology should be a helpful tool, not a source of stress. That's why we highly recommend switching to a platform that's powerful, all-in-one, and actually easy to use! And hey, we might as well plug ourselves here - Accelevents fits the bill perfectly. Consider us your knight in shining tech armor! (bad pun, sorry)

So there you have it, event planners! With these tips in mind, you'll be able to handle even the most stressful events with ease. Just remember to take care of yourself, prioritize self-care, and have a little fun along the way! Now, go out there and plan a successful event without breaking a sweat!

FAQ: Understanding Career Stress in the Events Industry

What is stress biologically?

Stress is a biological response to perceived threats, often referred to as "stressors". When faced with stressors, the body activates a "fight or flight" response, releasing hormones such as adrenaline and cortisol. This response is designed to help us respond effectively to immediate threats.

How can stress impact your health?

When stress becomes chronic, it can cause various physical and mental health issues, such as heart disease, anxiety, and depression. Chronic stress can also weaken the immune system and make individuals more susceptible to illnesses.

What is the difference between acute and chronic stress and which one impacts your health more?

Acute stress is a short-term response to a specific stressor, while chronic stress is long-term and persistent. Chronic stress tends to have a more significant impact on an individual's health because of its persistent nature.

What is the difference between stress and anxiety?

Stress and anxiety can overlap, but they are distinct experiences. Stress is a response to a stressor, while anxiety is a feeling of fear or worry that may or may not be tied to a specific event.

How can I find out if I am stressed?

There are several ways to determine if you are experiencing stress, such as tracking your physical symptoms (such as headaches, fatigue, and digestive issues), monitoring your emotional state, and conducting a stress score test.

Consulting a healthcare professional can also provide more insight into your stress level and help you identify specific stressors.

What is a stress score test?

A stress score test such as the Holmes and Rahe stress inventory is a tool used to measure the level of stress an individual is experiencing. This test usually consists of questions related to physical and emotional symptoms, stressors, and high-pressure situations and provides a numerical score that represents the level of stress.

How much stress is too much stress?

The amount of stress that is considered "too much" can vary from person to person due to individual differences in stressors and stress factors. However, if you are experiencing physical and emotional symptoms that are affecting your daily life, this could signal that your stress levels have become excessive. In such a case, it is crucial to seek the advice of a healthcare professional to assess and manage the situation.

What are some high-stress careers?

Professionals in high-stress careers, such as airline pilot, firefighter, police officer, event industry professional and military personnel may experience more stress in their day-to-day lives. It's important for these individuals to prioritize self-care and manage their stress levels through effective stress management techniques.

How can event technology ensure a productive and stress-free event?

Event technology can help event planners significantly reduce stress by taking care of many of the operational and logistical tasks involved in planning and executing an event. This can free up time and mental bandwidth for event planners to focus on more creative aspects of the event and delivering an outstanding experience for attendees.

Additionally, event technology can also provide real-time updates and insights, allowing for quick decision making and reducing the need for last-minute firefighting.

Table of contents
Thank you for signing up to our newsletter!
Oops! Something went wrong while submitting the form.