Stress Management: Tips for Event Planners

Jay Sitapara
September 7, 2017

Last weekend, I met a friend of mine named Paul and he updated me on how distressed his life has been due to the constant pressure which ultimately resulted in exhaustion and panic attack.

He isn’t the special case who has been through this. I have heard numerous event planners complaining about burning out due to overload of work. Is there any valid reason why they wouldn’t? After all, it takes a work of a huge army to organize such kind of chaos.

Planning an event is indeed a time consuming and stressful job. With so many things on the platter, giving time and attention to each errand can be tedious and can come off as a monumental challenge.

If you can’t handle stress, you won’t manage success.

And hence, de-stressing oneself to increase the work productivity and effectiveness is vital. Not only that, it is necessary to bring back the peace of mind and tranquility to your event planning routine.

Sponsorship Ebook

Therefore, I am writing below few tips for Paul and every event planner out there to ensure that their productivity stays at the pinnacle while having sound mind and body.

Stress in times of pandemic can be quite unpleasant. Events industry has seen a breakdown, meltdown and now we need to stick together to improve the state of all those involved. Stress management is hence the solution.Also, given the current situation, planning online events is preferred by one and all rather than risking our lives to think about organizing an in person event. Here, we have a solution to provide you all i.e. virtual conference platform. Do check it out!

Consider these few easy tips to tackle stress for event planners.


#1. Take your time.

Pulling off a noteworthy event can be an enormous task. But multi-tasking isn’t going to help here. If you frequently feel rushed (and stressed), then you should step back and ease up your event planning schedule.

Try starting your planning schedule at the earliest opportunity. Starting the planning process before a year (on the off chance that it is in your hand) or as soon as possible would be recommended, so that you have enough time to handle other events and have some breathing space as well.

#2. Have a Checklist!

Planning a small events might not require handling a plethora of events. However, large events involve a lot of things to be give attention to every time. And because of that, there are high chances of small things slipping through the cracks.

And hence, having a detailed Event Planning Checklist is recommended to keep you on track and ensure that you meet necessary deadlines along the way and do not let the minor details slip out of your hands.

#3. Don’t be a control freak.

Most event managers are responsible for many duties other than simply taking care of the events. As I mentioned earlier, they have too many things on platter. But the subconscious drive for perfectionism does let them handover the tasks to other people.

But remember, together everyone achieves more. Hence, if you’re overloaded, don’t be hesitant in reaching out to your colleagues or hiring an assistance or intern. When event planning kicks in with high gear, it is imperative to hire some help or ask somebody to help.

#4. Lighten your load.

Ask your exhibit management firm to help you out and lighten your load. Some of these firms provide facilities of handling shipping and payment details, storing supplies between events, managing exhibit installations and dismantling at event venues and more.

Try to rely on these people. By using their help, you’ll not only save time and simplify the process but will also help yourself in managing other things efficiently.

#5. Set strict deadlines.

It takes almost a village to plan a successful event. From the finance department who approves your budget, to the marketing department who plans and strategizes the whole pre-event marketing- be clear about the deadlines you need to meet.

Also, check on them periodically to makes sure everything is on track. The same holds true for vendors at home and at the event locale. The more you’ll be strict about the deadlines, the more likely it is that the event tasks will be completed on time.

#6. Have plenty of time to set things up!

If you are managing a large event, it is advisable to arrive 24 hours prior at the venue. That way you can concentrate exclusively on the event arranging and execution.

You will also have enough time to keep track of and verify essential supplies. Likewise, 24 hours before the event means enough time to replace or get hold of any missing items if necessary. One stupid mistake and *boom* , your event may just go haywire.

#7. Squeezing some “me time” into your schedule.

Why the ‘me time’? Because recharging your mind is important to uplift your spirit, refresh your perspectives and upgrade your soul. Sounds good, doesn’t it?

One of the best things busy event managers can do is to stay calm, cool and collected by including some “me time” in their schedule.


8 Scientifically proven ways to de-stress yourself withing 10 minutes.

* Talk a walk: It helps you in clearing your head and boost endorphines.* Breathe deeply: Breathing exercise can help you relax because they make your body feel like it does when you are already relaxed. * Visualize: National Institutes for Health recognizes the power of “guided imagery” as a relaxation response. * Eat a snack: Focus on the taste of the food, texture and how it feels. Now, you’ve turned a food into meditation. * Buy a plant: Researchers have found that by simply being around of plants can induce your relaxation response. * Look away from the screen: Make sure to take frequent breaks from the laptop. Switch it off at least an hour before going to bed. * Hang up: Turn your phone off. Cell phones stress you out, there is no doubt about that. * Put on some music: Any good music that you love will flood your brain with feel-good neurochemicals like Dopamine! Ready?

Not just event planners, we all feel stressed out at some point of time. It is obvious that as an event planners, we are here to deliver experiences to our attendees but taking care of ourselves is of utmost importance.

Work stress affects our productivity and our productivity affects our work which the attendees notice. Follow these above mentioned tips and you’ll definitely feel more relaxed and way more productive.

Also, have a look at 7 Major Event Planning Problems and How to Solve Them?

Do comment below and tell me what do you do to manage your stress?

PS: Want to know how Hubilo can help you plan a stress-free event? Know more about it Request a Demo.

Keep yourself updated by connecting with us on Facebook, Twitter and LinkedIn.

Introducing Hubilo Webinar+

Jay Sitapara

Jay Sitapara is an engineer having an inclination towards innovation in technology. Jay is a guest contributor to the official blog for Hubilo, an event-tech startup which aims to change the way how events are organised and people network at events. Jay is particularly passionate about crafting stimulating, resourceful and in-depth guides for Event Planners. He is specifically interested in effective use of event technology and social media for greater ROI through innovative thinking and skills. Jay is also a Digital Marketer, Editor, Community Manager and a regular contributor to Hubilo Blog. His philic nature is prone to dogs, poetry, coffee, friends and coffee with friends. If you're on Twitter, say Hello to him @jsitapara and follow his articles on

No items found.

Get the latest industry news and tips in your inbox!

Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.