The High-Stakes World of Event Production

Event production is not for everyone. It requires a unique blend of creativity, problem-solving skills, and the ability to remain calm under immense pressure. The stakes are often high, with significant financial investments, client expectations, safety, and public scrutiny all riding on the success of each event. Just to name a few. Although every event is different, all event planners run into very similar stressors and that are common throughout all sides of the industry:

Key Stressors in Event Production:

- Tight deadlines and time constraints

- Managing multiple stakeholders and vendors

- Unpredictable challenges and last-minute changes

- Long, irregular work hours

- High financial stakes and budget pressures

- Excessive travel?

All of that said, its an incredible community - being in the weeds takes a very special mentality and I’ve made many incredible life-long friends along the way.??

Strategies for Mitigating Burnout and Preserving Mental Health

Despite these challenges, there are effective ways to manage stress and maintain a fulfilling career in event production. Here are some actionable steps you can implement:

1. Prioritize Self-Care and Mental Health

Self-care isn't selfish; it's essential. Make time for activities that recharge you, whether it's exercise, meditation, or pursuing a hobby. Mental health is an integral part of the work life balance. If you don’t prioritize yourself, your work will fall in quality. Schedule at least 30 minutes of "me time" each day, even during your busiest periods. Do walking calls and meetings if you’re back to back or on-site. This will help your productivity and will motivate you throughout the day. Be mindful of your alcohol intake....I'm not saying don’t have a drink or two, but its can be easy to fall into a cycle of too much as a crutch when things get really busy. More so than many other industries.??

2. Incorporate Regular Exercise

Regular exercise is not just beneficial for physical health; it also plays a crucial role in mental well-being. Look at the science! ?? Engaging in physical activity can reduce stress, improve mood, and enhance overall team dynamics. By incorporating exercise into your daily routine and hopefully team-building activities, you create opportunities for bonding, collaboration, and lets be honest, its fun.

Fun Team-Building Exercise Ideas:

Daily Action: Schedule a 30-minute workout session, encouraging everyone to participate.

- Fitness Challenges: If you’re onsite for an event, incorporate spontaneous fitness challenges throughout the day, since it can be difficult to carve out 30 minutes: such as push-up competitions or wall sits or whatever your team members are comfortable with doing. These quick bursts of activity can energize the team and provide a fun short break.?

- Walks: On and offsite, schedule walking meetings, take conference calls outside if you don’t need to be looking at a screen. Especially essential for the many of us who work remotely these days.?

3. Have a system

Focus on identifying your most important tasks and allocating your time accordingly. If you aren’t organized with your tasks and deadlines, you can become overwhelmed quickly.? Make sure you have a system for this, whatever it is. Leverage google workspace, write tasks down digitally (or on paper if you prefer old-school). This will continue to help your mental health and will also make you more productive overall. I’ve struggled with ADHD for a lifetime, so this is particularly challenging personally, but there’s a lot of great tools out there today.?

4. Build a Strong, Reliable Team

Surround yourself with incredible people you can trust. Having a solid foundation of a team is integral to group success, but its not just about the work. Be grateful and thankful for them everyday. Being on site at an event is all about collaboration, communication and teamwork. Encourage open dialogue within your team and with clients to address issues proactively and reduce misunderstandings. Learn to say no when necessary and set clear boundaries with clients and team members. Be supportive. A strong team dynamic is everything in event planning.?

5. Embrace Technology and Automation

Utilize event management software and tools to streamline processes and reduce manual work and mistakes. I use AI platforms like ChatGPT4o, perplexity.ai and others to help save time and make my workflows more efficient. Chat is great for initial review of contractor, vendor or client agreements as one example. If you’re not sure where to start, I suggest this prompt or something similar to give you ideas: As a large-scale event producer, give me 25 different ideas of how to utilize ChatGPT to save time, make my job easier or more efficient (you can tailor this based on your role or the particular event or use case).??

6. Here’s one from an old colleague at AEG Presents , Mark Girton

“Enjoy today's event. It won't happen again.?You'll never get the same audience, the same activity, the same set of circumstances to happen again, ever. Yes, some days are more special than others, and it is easy to just act as if today is just another day at the office, but take the time to appreciate today for what it is, we don't get "do overs" in life, or in Live Events.” His sentiment on budget is also on point. Pay attention to the numbers even if its not your money because when the budget is accurate (or under), your employer will be happier, your clients and everyone ??

7. Give back - in small ways every day:?

Do something small for a colleague, a friend, your boss or a stranger. Buy someone in line at star bucks behind you a coffee, donate money or time when you can, give someone a complement - we should all do these things together, just to be better humans, but there’s also SCIENCE behind giving and gratitude. I won’t get into the weeds, but in short, brightening someone else's day, can help improve yours. So be awesome and don’t be an asshole, life's too short.?

Conclusion

Event production is undoubtedly a high-stress career, but it's also incredibly rewarding. By implementing these strategies and focusing on mental health, teamwork, and thorough planning—including regular exercise—you can mitigate burnout and build a sustainable, fulfilling career in this exciting industry.?

Remember, success in event production isn't just about pulling off spectacular events; it's about doing so while maintaining your well-being and LOVING the journey. As you navigate the challenges, don't forget to celebrate your successes and the unique experiences this career offers. With the right mindset and tools, you can thrive in one of the world's most incredible professions.??