Managing Event Stress: How to Stay Calm and Collected During High-Pressure Events
Planning and executing an event can be a stressful experience, with many moving parts to coordinate and manage. Whether you’re organizing a corporate conference, a wedding, or a music festival, it’s important to find ways to manage stress and stay focused during the intense planning and execution phases of the event.
I’ve been organizing anime conventions for over a decade. And in that time, I’ve learned that event planning can be both rewarding and challenging. It’s a job that requires a lot of hard work, dedication, and attention to detail. But it’s also a job that can be stressful, especially during the planning and execution phases of the event. As an experienced event organizer, I’ve found that there are several key strategies that can help manage stress and stay calm and collected during high-pressure events.
Set Realistic Expectations
One of the key ways to manage stress during the planning and execution of an event is to set realistic expectations for yourself and your team. This means setting achievable goals and prioritizing tasks based on their level of importance. Rather than trying to do everything at once, focus on the most critical tasks and break them down into manageable chunks. By setting realistic expectations and breaking down tasks, you can avoid feeling overwhelmed and reduce stress.
For example, at my anime conventions — like Anime Midwest in Chicago — we separate things by department: one team focuses on registration and badges for attendees, another team focuses on setting up stages and events, while another team focuses on our vendors and exhibitors.
By separating tasks into different teams or departments, you can ensure that each team is focused on its specific area of responsibility and can work more efficiently. This can help reduce stress and increase productivity, as team members can focus on their own tasks without feeling overwhelmed by the big picture.
For example, the registration and badges team can focus on ensuring that attendees have a smooth check-in process and receive their badges in a timely manner. The stages and events team can focus on ensuring that the event schedule runs smoothly and that each event is set up and executed correctly. And the vendors and exhibitors team can focus on ensuring that vendors and exhibitors have a positive experience and that their booths are set up and staffed correctly.
Stay Organized
Staying organized is another important strategy for managing stress during high-pressure events. This means creating a detailed timeline for the event, using project management tools to track tasks and deadlines, and delegating tasks effectively. By staying organized, you can avoid last-minute surprises and ensure that everyone is on the same page.
My ticket selling software also helps manage organization of guests and schedules, allowing me to keep everything in one place and stay organized.
Take Care of Yourself
Taking care of yourself is an essential aspect of managing stress during high-pressure events. This means getting enough sleep, taking breaks when you need them, and practicing mindfulness. If you’re feeling overwhelmed or stressed, take a few moments to step away from the event and do something that relaxes you. This could be taking a walk, practicing yoga, or listening to music. By taking care of yourself, you’ll be better equipped to handle the demands of the event.
Sometimes I will get up super early to get everything done, and when things are a little more slow I will hop back to my room for a second shower to stay nice and clean. This makes me feel more refreshed and energized, which can help you stay focused and productive throughout the day. It’s important to prioritize self-care during high-pressure events, and taking a quick shower or doing something else that helps you feel refreshed can be a great way to do so.
In addition to taking breaks for self-care, it’s also important to ensure that you’re getting enough rest and taking care of your physical health. This means getting enough sleep, eating a healthy diet, staying hydrated, and getting regular exercise. By prioritizing your physical health, you’ll be better equipped to handle the demands of event planning and execution and can reduce stress and increase your overall well-being.
Communicate Effectively
Effective communication is crucial for managing stress during high-pressure events. This means communicating clearly and regularly with your team, vendors, and attendees. Be sure to manage expectations and communicate any changes or updates as they arise. If there are conflicts or issues, address them directly and in a timely manner. By communicating effectively, you can reduce misunderstandings and avoid unnecessary stress.
Here are some tools that you might find useful:
- Email: Email is a great tool for communicating with vendors, attendees, and team members. You can use email to send updates, confirmations, and other important information. Just be sure to keep your emails concise and clear. I use Mailerlite to send, and OwlReply to help reply to emails.
- Messaging apps: Messaging apps like Slack, WhatsApp, and Telegram can be great for communicating with your team in real-time. These apps allow you to send quick messages, share files, and collaborate on projects.
- Project management tools: Project management tools like Trello, Asana, and Basecamp can help you stay organized and communicate effectively with your team. These tools allow you to create tasks, assign them to team members, and track progress in real-time.
- Social media: Social media platforms like Twitter and Facebook can be great for communicating with attendees and promoting your event. You can use social media to share updates, photos, and other important information about your event.
- Event apps: Event apps like Whova, and Tixily can be great for communicating with attendees and providing them with important information about your event. These apps allow you to send push notifications, create schedules, and share important updates in real-time.
By using these tools effectively, you can communicate more efficiently and reduce stress during high-pressure events. Just be sure to choose the tools that work best for your team and your event, and communicate clearly and regularly to ensure a successful event.
Plan for the Unexpected
Finally, planning for the unexpected is an important strategy for managing stress during high-pressure events. This means creating contingency plans for potential issues or emergencies, anticipating problems before they arise, and staying flexible. By planning for the unexpected, you can avoid feeling caught off guard and stay calm and collected in the face of unforeseen circumstances.
In conclusion, managing stress during high-pressure events is essential for staying focused and achieving success. By setting realistic expectations, staying organized, taking care of yourself, communicating effectively, and planning for the unexpected, you can reduce stress and stay calm and collected during even the most challenging events. Remember to prioritize self-care and effective communication, and don’t be afraid to ask for help when you need it. With these strategies in mind, you’ll be better equipped to manage stress and achieve your goals.
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Ryan Kopf is organizer of several anime conventions and passionate about sustainability and technology.
