By Heidi Dillon, CITP, One10 Manager, Event Operations
Event planning is a high-stakes, fast-paced, meticulous career filled with excitement, creativity, and connection. It also comes with its fair share of stress.
From tight timelines and last-minute changes to vendor coordination and unpredictable weather, planners are constantly juggling many tasks at once. For new planners entering the industry, learning how to manage that stress early on is essential for long-term success and well-being.
Start With Perspective: It’s Personal, But Not Always About You
One of the most important lessons planners must learn early is the difference between what’s in your personal sphere and what’s out of your control. Travel often takes you away from home, friends, and family, making the job personal by nature. But when something doesn’t go according to plan, like a delayed shipment or a tech glitch, it’s not always the planner’s fault.
Separate yourself emotionally from the outcome, take a deep breath before reacting, and evaluate the situation objectively. That pause can help you reset, problem solve effectively, and maintain your professionalism.
Redefine Urgency and Prioritize Downtime
In the world of event planning, every little detail makes an impact, and is therefore important. Not everything is urgent. Learning to distinguish between the two is a critical survival skill. Build space into your day for rest and reflection, even if it’s just a 10-minute walk or a quick standing break between calls. Schedule (and honor) your time off. Taking care of yourself isn’t a luxury; it’s a necessity if you want to keep delivering for your clients and teams, and, ultimately, yourself.
Learn to Work with the Unknown
From weather disruptions to geopolitical issues to delayed imports affecting gifting and décor, there’s a lot you can’t plan for. But you can build flexibility into your planning process. Establish backup options, communicate clearly with stakeholders about possible risks, and manage your deliverables proactively. And when challenges arise, don’t be afraid to talk to someone you trust. This can be a colleague, a boss, or a friend. Talking it through and tapping into others’ expertise can help bring clarity and calm.
Ask Questions and Prioritize Communication
Ask questions early and often. A good mentor won’t see your ask as a burden; they’ll view it as a chance to support your growth. Make room for formal training sessions but also take advantage of the learning opportunities in informal settings. Some of the most valuable learning happens informally by watching how others approach challenges, make decisions, and communicate under pressure.
Effective communication is non-negotiable. Teamwork only works when everyone has the information they need. Don’t fall for the multitasking myth. It’s impossible to work on multiple projects at a time and truly be present. Set boundaries around communication, too. Responding to every email or message within minutes teaches others to expect instant replies and creates an unsustainable habit. A thoughtful reply a bit later is often better than a rushed one immediately.
Managing the Process
Budgets are never just numbers. They’re a reflection of your client’s priorities. Understand where they want to focus their investment, what’s included (and what isn’t), and keep a close eye on all the “plus-plus” fees: taxes, gratuities, service charges, and overtime. If your client wants to show savings, you might aim to come in under budget. If they want consistency year over year, hitting that budget target could be the win.
Beware of the “checklist trap.” While checklists are great tools, treating major components of an event as one-and-done tasks can be a mistake. Every choice has a ripple effect, especially in complex programs with multiple stakeholders.
Remember to keep the experience at the center of your focus. Don’t just plan the event. Instead, imagine yourself walking through it as an attendee. That lens helps ensure every detail ladders up to a more meaningful and memorable experience.
Celebrate the Wins, Even the Quiet Ones
Finally, take time to recognize progress. Maybe your event cycle ran smoother this time. Maybe you communicated more clearly with your team or managed your stress more effectively. Maybe that pesky process that has always tripped you up came more easily. Celebrate those moments of growth because they’re the building blocks of a long, rewarding career.
About the Author: Heidi Dillon, CITP, is a Certified Incentive Travel Professional and currently Manager of Event Operations at One10. She has become well respected through her years on the One10 operations team, creating successful automotive incentives and meetings as well as various programs with financial clients. As an attribute to Heidi’s leadership and work ethic, she served as the inaugural Young Leaders delegate on the SITE International Board of Directors in 2021-2022 and continues to volunteer in SITE initiatives.
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