Despite your best effort to event plan for every contingency, there will always be some degree of anxiety, and a certain amount of stress come the big day of the event. Whether you’re planning a corporate product launch or conference or are coordinating a wedding or bar/bat mitzvah, you can expect some uncertainties. Murphy’s Law says, remember, if something can go wrong, it will, too. But if you expect to handle every curve ball on the big day of the event with grace and efficiency, you’ll need to be calm, cool, and collected. Here are some event-planning-101 tips to help you keep your wits about you, reduce unnecessary stress, and ensure you’re at your best when the New York event day arrives.
1. Checklists Are Your Stress-Relieving Best Friends
One of the biggest stresses you’ll have on the big day of the event is that unsettling feeling that you’re forgetting something. No matter how prepped you think you are, those nagging feelings creep up and start looming in your mind, causing a major distraction. To combat these normal feelings, become one with your event planning lists. Create to-do lists, must-have lists, reminder lists, and timeline lists. Develop these lists well in advance of the event itself, so you’re not rushed the day of, in creating them. Then, keep them handy from start to finish to reference anytime those moments of stress and forgetfulness creep up on you.
2. Have Those Pre-Event Meetings
Before guests are slated to arrive at your New York event or conference, arrive early and coordinate with all your participating vendors. Have the rally meeting to go over event logistics, expectations, and contingency plans. Knowing everyone involved on the big day is on the same page with your event plan will put your busy mind at ease and eliminate unnecessary stress.
3. Find Breather Moments
Some moments throughout your event will prove to be more hectic than others. Event planning is a marathon, not a race. So, when you can find less-hectic moments to take a breather, do it. Stepping outside just for a breath of fresh air while guests are dining, for example, is a great way to give yourself the pause you need. Take those moments whenever they present themselves, so you have the stamina and stress-free energy to go the distance.
4. Don’t Forget to Feed Your Empty Stomach
Depending on the New York event you’re planning, you’ll need to prepare to sustain yourself for the duration. That means preparing for proper hydration and snacks for yourself. Stress can be overwhelming if you’re on an empty stomach or feel taxed. Pack yourself a small cooler, if you need to, with water bottles and easy-to-grab snacks. If you’re able to grab a plate during dinner, provide yourself the time to do so.
5. Recognize What Contributes to Event Day Stress
The key to really reducing stress on the big day of the event is to understand what contributes to that unnecessary stress in the first place. Generally, conferences and social events become stressful when one or more of these instances occurs.
Unrealistic expectations with the clients, guests, or vendors: Before the day of the event, you’ll want to have in-depth communications with your vendors, volunteers, and your client to lay out the plan. Set realistic expectations upfront, including potential challenges and setbacks.
Tight deadlines and event timelines: Some events will need to flow seamlessly with tight deadlines and transitions. Prepare for those timely parameters ahead of time with all the provisions and contingencies you need to execute.
Physical demands of the event planner’s job: You might be climbing stairs, running to the kitchen, and coordinating backstage keynote speakers all night long. Don’t bring on more stress than the event already demands by not preparing yourself for the physical requirements. Comfortable shoes, snacks, and a change of clothes might come in handy.
Uncontrollable circumstances: There can be stress caused by uncontrollable circumstances, like rain on the day of your outdoor event for a guest twisting an ankle on the dance floor, requiring medical attention. Know that while you can’t prevent these instances from happening, you can lay in protections and provisions to ensure your event stays on track no matter what happens.
Consider these tips to help reduce your stress on the big day of your event!