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5 Min Read

5 Ways Event Managers Can Reduce Stress & Deliver Better Events

Event professionals work around the clock to deliver events that blow people’s minds. Working with our customers, we have seen the lengths they go to create memorable experiences for their guests, often juggling competing priorities, never-ending to-do lists, and simultaneously serving numerous stakeholders, all with a smile. So, it is no surprise that being an event coordinator is the eighth most stressful job in the U.S.

Even if you are an organizational ninja and have the communication skills of a diplomat, managing a successful event can be stressful because event managers are under pressure to coordinate hundreds of moving parts that must come together perfectly. And with that pressure comes incredibly high expectations to deliver a once-in-a-lifetime experience, every single time.

A Zero Margin of Error Amplifies Stress

Beyond organizing venues, catering, layouts, registration, performers, speakers, sound, lighting, and other essentials, event managers are held to deadlines that leave zero room for error. The event must occur on a set date and time, whether everything is ready or not, so even if things go awry, guests will still show up and expect an incredible experience which amplifies stress even more. So, how can event managers deliver exceptional events without becoming overcome by anxiety?

5 Tips for Successful & Stress-free Event Management

These five tips will help you reimagine your event management processes to stay sane and ensure every event is a success.

1. Use Templates

Taking the time to create templates reduces stress for event managers and ensures a better customer service experience. Why? Templates take the guesswork out of the event management process and make documenting all the steps you need to complete before, during, and after the event a breeze. Templates prevent crucial steps from being missed and ensure event managers follow a consistent approach for every event. The other benefit of templates is that you can continuously update them as you learn new skills from each event to improve your processes.

Here are some examples of common templates used by successful event managers:

  • Client Proposal & Contract Templates

  • Venue Set-Up Checklist

  • Client Correspondence/Email Templates

  • Event Planning Checklists & Templates

  • Event Run Sheet/Banquet Event Order (BEO)/Event Manifest Templates

  • Running Order Templates

2. Conduct Thorough Risk Assessments

Effective risk management can make or break an event. While guest experience is important, safety always comes first, so it is essential to plan for the worst-case scenarios.

A thorough risk assessment makes safety a priority for every guest and reduces stress for event managers. They can rest assured that they have a plan of attack for any challenge that arises before or during the event.

Here are some examples of risks that you should consider as part of your risk assessment:

  • Health, safety, and welfare of staff and patrons
  • Emergency planning
  • Business continuity
  • Environmental damage
  • Crisis management
  • Disaster recovery
  • Security
  • Financial risks
  • Legal compliance
  • Insurance
  • Weather hazards
  • Pandemic safety measures

3. Prioritize Profitability & Cashflow

Profitability is critical to running a successful event business. So, it is essential that you focus on increasing profitability for all your events and improving cash flow to reduce financial stress during the event planning process.

Here are some examples of ways you can ensure your events are profitable and streamline cashflow:

  • Budget: Establish a detailed budget for your event and stick to it.
  • Profit & Loss Analysis: Conduct a profit and loss analysis for every event to understand how you’re spending your budget and look for opportunities to increase your profit margin.
  • Online Contracts & Invoicing: Save time by replacing paper contracts and invoices with online alternatives.
  • Multiple Payment Options: Provide various payment options, including an online payment portal, to help customers make payments quickly and easily.
  • Automated Payment Reminders: Manually chasing payments is time-consuming and puts your business at considerable risk if payments are late or clients refuse to pay. Instead, automate your payment reminders to prompt customers to pay on time.

4. Share the Workload

While it sounds simple, the easiest way to reduce stress is to find opportunities to delegate responsibilities so that you can share the workload with your team. Here are some examples of strategies that you can adopt to help you delegate responsibilities between your staff and suppliers:

  • Event Sheets: As mentioned above, event sheet templates ensure all parties can access the event information they need and understand their responsibilities before, during, and after the event.

  • Team Briefings: In addition to sharing event sheets, it is essential to conduct team briefings for all events to remind staff of their responsibilities and ensure they have an opportunity to ask questions.

  • Interactive Tasks Lists: Use interactive checklists on mobile apps so staff and suppliers can view all the tasks they need to complete and mark them as "done" while working on the go so that your entire team can access real-time event progress updates.

  • Real-time Issue Management: Use an issue management platform to notify relevant parties of any incidents in real-time and resolve them as quickly as possible.

5. Measure Your Success & Look for Improvements

The best and most effective way to ensure events are successful and stress-free is to learn from mistakes and continuously review and improve your processes to make each event better than the last. Here are some examples of ways that you can measure your success and improve your processes:

  • Post Event Internal Debrief: Meet with your team to discuss client feedback and staff experiences to determine what went well and areas that could be improved.
  • Dashboards & Reporting: Use dashboards and scheduled reports to monitor key business metrics like event registration statistics, event ROI, cancellations, expenses, etc., to help you to reach and exceed your budget and KPI targets.

Get it All With Technology

Event management software will let you implement the above tips at once. So throw out the paper lists, sticky notes, and whiteboards. The ultimate way to streamline your workflow and improve communication is to move to an online platform that acts as a hub for every element of your event planning process.

Using a single platform to centralize your event data facilitates effective information sharing among all relevant parties. Furthermore, by eliminating the need to re-enter data across multiple applications, you also reduce the potential for human errors and improve automation, processes, and communications for future events by using one application to act as a single source of truth. And best of all, event management software can help reduce stress!

The right event software solution can give you the freedom to take your events to the next level. So, if you’re ready to streamline your events, overhaul communications, improve planning, manage multiple vendors, and more, Ungerboeck has you covered. Trusted by event planners around the world in more than 50 countries, Ungerboeck offers world-class event management software to suit everyone.

Book a demo today and see how the world’s event software can change your event world forever.