When you’re planning an event, it’s easy to become overwhelmed by what seems to be a deluge of never-ending tasks.
In 2019, Business News Daily listed “Event Coordinator” as the sixth most stressful job that year, so it’s clear that event planning can be a tremendous challenge…
...but it doesn’t have to be!
Here are our top 5 ways to de-stress when planning an event.
✔️ Checklists and technology
As obvious and clichéd as this sounds, writing a detailed checklist of everything you need to include is, in my opinion, one of the best ways to handle planning an event. With a structured timetable of which tasks need to be completed and in what order, an organised list will help you to remain in control despite being insanely busy. This method really does work wonders—remove all the ideas that are floating around in your head and write them down on paper in order of priority. Did you know that physically crossing off a finished project on a checklist is therapeutic?
Let’s face it, technology is great! You can run entire social media marketing campaigns straight from your smartphone. And you can film, edit and upload videos straight to a third-party video hosting website from your iPad. So, rather than being consumed by various technological advancements, why not use technology to your advantage? There is a humungous range of applications that you can download which update and modernise the old school pen and paper “to-do list”. Incorporating pictures and videos will also help users really personalise what might otherwise be considered a rather dull checklist.
Nevertheless, no matter what method you choose, breaking down a big task into smaller, easier, manageable achievements will help to eliminate any unnecessary stress.
☕ Have a nice cup of tea
During the busy hustle and bustle of organising your event, remember to take five, have a sit down, and avoid reaching boiling point.
There is no shame in taking a break and switching off regularly to remain on the ball. Everyone has their own unique methods of switching off—whether this is video games, attending yoga classes, being sociable or simply just exercising.
Regular breaks and staying healthy are key aspects to remaining on top of planning events!
💾 Always have a backup plan
There is nothing worse than having your event successfully planned, but then being informed your star-turn has fallen ill the day before your event—nightmare!
To avoid potential embarrassing situations like the example above, always try to have a backup option available. Sometimes things do go wrong. Singers fall ill, the DJ has double-booked, or perhaps the venue cancels at the last minute, for example. So, having backup alternatives available for most elements of your event, which you can whip out at a moment’s notice, is crucial when planning a big event.
Any experienced event planner would always recommend never relying on just one sponsor—always, always, always make sure you are covered should the worst possible scenario come true.
🏃♀️ Get moving
Did you know, one popular way to de-stress is to take part in some exercise? “Wait, what? Exercise? I don’t have the time!” Don’t worry, I totally agree with you!
One of the easiest ways to get a quick bit of exercise in is to climb a few floors via the staircase. Do you work on the 11th floor? Perhaps take the lift to the 8th floor and take the stairs for the remaining 3 floors? Getting your body and muscles moving not only takes your mind off the stress of your event, but also gets your blood pumping.
Another great way to de-stress is to spend some time walking around. Take a break and have a walk through the park/explore the general area/around the block. Get your blood flowing to wash away stressful tensions and put down that mobile phone to properly switch off.
🌲 Embrace the great outdoors
Not only is it sensible to remain physically healthy, your mental health is just as important.
Studies show that being presented with, or surrounded by, nature drastically increases our mental well being. An unusual trend of ‘forest bathing’ is gaining popularity, which involves spending time in a wooded area wallowing in nature and reaping the rewards of fresh air, the open countryside and high levels of relaxation.
Nature can be beneficial for mental health. It reduces cognitive fatigue and stress and can be helpful with depression and anxiety.
Irina Wen, NYU Langone Medical Center
However, if you are preparing to go for a wander around a wooded area, remember to stay safe. Let someone know you are off gallivanting just in case you get a wee bit lost!
