The weeks, days and moments leading up to your event are going to be extremely busy and potentially stressful — there’s no way around it. We know you need a lot of help and have a lot to take care of before you can throw a successful event.
So we put together these tips that will help you minimize stress while planning and executing an event.
Keep your health in mind. Healthy bodies and minds go hand in hand. It may seem like there’s a shortage of time in the week before your event, but it’s imperative that your health is on the top of your priorities list. Stay hydrated, eat well and get a good night’s sleep. You’ll want to be on the top of your game when the event day arrives!
Be prepared. Thinking through different worst case scenarios in advance will help you prepare for the unexpected. Ask questions like, “What if the power goes out during setup?” or, “What if someone gets sick?” Brainstorming and having backup plans will ensure that you can handle any potential challenge.
Make a list, and check it twice. There’s a satisfaction that comes with crossing something off of a running list of endless tasks. Writing to-do lists helps you stay organized and focused. So write one for yourself, and write a few for different areas of your event team. You’ll be able to track your progress on event day and will be less likely to forget any small details.
Rally your team. Your greatest asset is the team beside you; remember to remind the people you’re working with that you appreciate everything they do. Stress levels are sure to rise on the day of your event, so encourage your team to be enthusiastic and positive in the final stretch. Music is an easy way to excite and unite your crew members – make a playlist with upbeat music to listen to while everyone is setting up your event. Creating a comfortable environment and keeping a positive outlook will help your team do the same.
Schedule breaks (for yourself and your team). The day of an event can be long and quite exhausting for everyone involved in its execution. Before your event, allocate breaks throughout the day for your employees and volunteers, and be sure to hire enough staff to allow you to do so. Don’t forget to let yourself take a break, too! Sometimes 10 minutes can make all of the difference in helping you to remaining calm, cool and collected.
Don’t sweat the small things. No amount of tireless preparation can guarantee that no mistakes will be made on the day of your event. In most cases, a mistake can be rectified and may even lead to a better result. So if something doesn’t go according to plan, take a step back and look to your team for help and support. After all, you’ve prepared them to handle the unknown.
Have fun! Once your event kicks off, take a moment to step back and appreciate the work you’ve accomplished. Let yourself have a little fun, even if only for a few minutes — although we know you won’t be completely at ease until it’s over!