No matter what kind of event you’re planning, this mostly fun task can be quite stressful, especially if your reputation rests on the success of the event. With so many things to consider from venue and decoration to food, drinks, and entertainment, it’s easy to get overwhelmed with all the tasks you haveNo matter what kind of event you’re planning, this mostly fun task can be quite stressful, especially if your reputation rests on the success of the eventto handle. And let’s not mention all the hiccups you might come across along the way! So how can you plan an awesome event without getting swallowed by stress?
Start early
One of the best ways to avoid stress is to start your planning and organizing as early as possible. This tip is completely free and easy to do and can save you a ton of stress and headaches down the line. Don’t let tasks pile up until they are completely overwhelming (this is a very real possibility, especially in big events). The more time you have before the event, the less stressful it will be to handle tasks, management, and payments.
Set SMART goals
It’s very easy to get carried away in planning, no matter if you’re a client, sponsor, or event planner. Sure, you want to organize the best event possible but make sure to first set a few SMART goals. SMART goals are Specific, Measurable, Attainable, Relevant, and Time-bound, and will ensure your attention is not drifting or that you don’t have to be running around all the time achieving nothing much. Write down your goals and make sure they all fit the SMART rules above, and if not, adjust them.
Hire reputable and responsible people
Most events include booking a lot of businesses to handle different tasks, from caterers to bar personnel and lighting and sound experts—make sure they are all experienced and reputable. By hiring photography services in Miami with many great reviews and plenty of experience, you will not only get amazing photos from your event but also save yourself a lot of stress. People with skills and experience know exactly what to pay attention to and you can always rely on them to be professional.
Avoid multitasking
When you have many things to handle, you might be tempted to multitask, but that’s often the worst idea. If you try to tackle many things at the same time, you will do nothing but slow down your brain and stress even more. Multitasking often causes you to finish fewer things and produce lower-quality content. Whenever you can, avoid multitasking, and if you listen to all the other tips on this list, you really won’t have to even consider it.
Use tech when possible
Use the fact that we live in the world of technology to your advantage and employ various tools and systems to make your planning tasks easier and faster. Start by examining your event planning tasks, and if you see some that are repeating often, there’s a great possibility that you can automate them with tech. Things like spreadsheets, marketing, emails, messages, blog posts, invitations, and reminders can all be automated. The best thing about automation is that you can use the processes to gather data and build your business and expertise further. And many management tools and scheduling apps are free, which is another bonus.
Encourage teamwork
There’s a great possibility that you have an entire team of people by your side, so use their help to lower stress on your side. Listen to your team, ask for their tips and ideas and let them handle certain tasks—there’s no need to put everything on your shoulders. Play on your team members’ specific skills and people will be much happier and more efficient with their roles. Teamwork really does make the dream work, so encourage it as much as you can.
Performa a dry run
When you think you’ve managed to organize everything perfectly and the day of the event is almost upon you, don’t rest just yet. Perform a dry run and test everything from the lights, cameras, sound systems, Wi-Fi, screens, etc., focusing mainly on the moving parts. And make sure to have a backup plan in place, because things can always go south, no matter how well you plan them. And what if your backup plan fails too? An event insurance policy is a great idea that will protect you, your company, your staff, and your guests in case of an emergency or a disaster.
If you consider the tips above, you will not only manage to plan an event for the books but also do it smoothly and without stress. Good luck!
