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How to Manage an Event Without Jeopardising your Own Experience.

Often referred to as one of modern society’s most stressful professions, event coordinators sometimes allow the pressure of the role jeopardise their personal experience of their event. Being largely accountable for the event’s success, whilst needing to both lead and communicate with different types of people, is undoubtedly stressful. Saying this, employing the following measures will help you to breathe easy once the festivities kick off.

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6 key tips to help you enjoy the event you created include:

  • Put in the hard work pre-event, and trust in your planning as the event commences. Aim to have your event documentation (e.g. agenda, catering notes, accommodation requirements, travel requirements) finalised 1-2 weeks before the commencement of the event, giving your suppliers time to plan accordingly and allowing you time to become deeply familiar with the structure of the event.

  • Understand that changes to your event plans will take place, regardless of how particular you were with your planning. Don’t panic, just think of how the problem can be solved. Being familiar with your event plans and what is and isn’t possible will help you resolve the issue at hand.  

  • Liaise with your venue’s event coordinator from the moment you walk in the door, and keep communication open between your team and event suppliers. These resources will help you solve problems as they arise throughout the event, and will ensure that others in attendance are equipped to resolve issues so that the burden does not fall solely on you.
  • Delegate where possible. You do not need to oversee every element of the event, so involve key members of your team in the event’s management. Say, if someone from your team is a real foodie or has a deeper understanding of dietary catering, ask them to work with the catering team to coordinate the kitchen during the event. Many employees would appreciate the extra responsibility, and you regain some extra time back into your day.
  • Commit to involving yourself in key sessions of the event in which you were keen to attend throughout the lead-up. If you want to check out the keynote speaker’s presentation, block this time out in your schedule, and go. You do not want to regret this opportunity post-event, and you deserve this balance between work and pleasure after all of the hard work you have put in. This may mean not partaking in other elements of the event, so ensure that your preferences are set before you arrive for the event.
  • Make the most of your down time. No one expects you to be in-the-zone for the full duration of the event. Exercise, check out the venue, and enjoy a glass of wine with your colleagues in the evening. As a bonus, if those around you see you to be relaxed and enjoying yourself, this will make them feel as though the event is under-control, thus enhancing their personal event experiences. Win-win!
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