According to Career Cast’s 2017 Most Stressful careers annual report, Event Coordinator is the 5th most stressful career preceded by careers that are dangerous with threats of harm or death. Those include enlisted military personnel (1), firefighters (2), airline pilots (3) and police (4).
Event Coordinator Stress Management Tips
The stress score for event coordinators was rated 51.15 and held a growth outlook of 10%. Some of the stress factors include being in the public, working with the public and meeting deadlines. To counter these and other daily stresses, it’s important to have a stress management plan so you can combat the physical and emotional side-effects associated with stress.
#1 Time Management
Learning how to manage your time can reduce much work-related stress. When you aren’t pushed and rushed trying to meet deadlines, you will find greater enjoyment in work.
Techniques for managing time include:
- Plan as much of your event as possible ahead of time and ahead of schedule.
- Get control over tasks and how much time each requires.
- Set appointments and keep them, but be flexible to reschedule when unavoidable.
- Reduce phone call time with notes on key points you need to cover.
- Entrepreneur suggests minimizing meetings by creating a strategy to keep you focused. Conducting focused brief meetings will save time and be more productive.
- Entrepreneur also advises regularly blocking off time for specific tasks you need to perform during the day and week.
- Set up a timetable for each event. Allow yourself enough time to complete all tasks with minimal stress. Build in buffer time for unexpected delays and obstacles.
- Delegate duties to employees whenever possible.
- Set deadlines for each stage of planning, execution of plans and implementing of events.
#2 Get Organized
Being organized will see you through the event with fewer fires to put out. This is especially important in a fast-paced environments. Use work-related tools to help you:
- Allot time in schedule for possible interruptions and emergencies.
- Set automated reminders for meetings, tasks, payments and other items.
- Use provided software systems to assist in stream-lining workflow.
- Set-up automated payments with vendors, credit cards and banks.
- Organize and create standard protocols for events that are easy to follow and implement even in your absence.
- Invest in equipment, storage solutions and props as needed for maintaining and hosting events.
- Keep files on past, current and possible venues for easy access and assessments.
- Maintain an accurate record of inventory with reorder alerts and/or automated re-ordering.
#3 Create Checklists
Planning of events goes a long way toward reducing the stress level of each event. If you have a series of checklists to aid you along the way, opening day of your event will be more enjoyable.
- Create checklists for daily/weekly/monthly/yearly tasks.
- Organize a checklist for each step of the event.
- Design a standard checklist for opening day of your event.
- Checklists should be created for supplies, phone calls needed to be made, caterer and other vendors.
#4 Have an Emergency Backup Plan
For each event you host, design an emergency backup plan. Think of every possible scenario of things that can go wrong and prepare in advance how you’ll handle it.
Some examples of things that can create emergencies include:
- Supplies don’t arrive on time.
- Problems with refreshments, ice and food.
- Venue cancellation.
- Bad weather.
- Low attendance.
- Schedule entertainers don’t show up.
- Decorations don’t arrive or don’t meet expectations.
- Not ample tables and chairs.
- Equipment malfunctions
There are potentially many other possible emergency scenarios for your specific business. If you plan ahead for such emergencies, your event will still run smoothly and your stress level will be nominal.
#5 Stress Management Techniques
There are several techniques you can implement during the day at work and especially off hours. Everyone needs a break from daily routine and work stress. You want to also reduce stress in off-hours.
- Dedicate downtime for each day. This can be 15 minute breaks during the work day with blocks of time during off hours.
- Spend time in nature. Being in nature has healing powers over stress.
- Event Planner Association suggests taking up a hobby as part of your stress management routine.
- Include some form of non-work related physical activity, such as cycling, spinning, yoga, gym workouts, swimming or simply gardening.
- Eventjoy blogger, Michael Kasian reminds not to sweat the little things. Every event will have issues. The key to making your event a success is to accept all events will have something go wrong. If you’re prepared, the impact won’t be detected by attendees and your stress level will be so low, it doesn’t impact you.
Provide Quality Tools, Training and Management Techniques
The philosophy of quality control can serve event planners and reduce stress significantly. Total Quality Management (TQM) creator, Walter A. Shewhart, proved that by providing the right tools and performing each task correctly the first time, then production quality improves. If you set-up and implement pre-planning, protocols, backup plans, time management and provide quality tools and training, then you will reap the side benefit of excellent stress management.