What To Do When Event Planning is Stressing You Out
WHAT TO DO WHEN PLANNING PARALYSIS SETS IN
Planning an event can be a huge task. Between coordinating vendors, managing budgets, and ensuring everything runs smoothly, it’s no wonder event planning often becomes overwhelming. When the stress starts to take over, it’s essential to understand what’s happening psychologically, how to scale back, and what you can do to get back on track. Here are some practical tips and strategies to help you find relief and keep moving forward, even when it feels like too much.
1. Recognize the Psychological Triggers Behind Event Planning Stress
Understanding the psychology behind why planning can feel overwhelming is key to managing it. Event planning often brings up feelings of perfectionism, fear of failure, and the pressure of meeting high expectations. For many people, the stakes feel high because events are often tied to major life moments, whether it’s a wedding, anniversary, or corporate milestone.
When we face the “unknowns” of an event, we can feel “fight or flight” responses because our brains crave certainty and control. This natural tendency can lead to feelings of anxiety, self-doubt, and even paralysis when making decisions. Recognizing these psychological triggers is the first step to feeling more in control and managing your stress.
2. Take a Step Back and Scale Down
When the process starts to feel overwhelming, give yourself permission to pause and reevaluate. Often, event stress stems from overloading yourself with details that may not be essential.
Reevaluate Priorities: List the three or four aspects of the event that matter most to you. Focus on these and remember that many other details, while nice, aren’t necessary to make the event successful.
Simplify the Design: Instead of trying to tackle multiple complex elements, simplify your design and decor choices. Opt for a cohesive but simple theme that’s easy to execute and won’t overwhelm you.
Break it Down: Divide your tasks into smaller steps that are achievable. Create mini-goals to tackle each week instead of trying to do everything at once. This approach allows you to focus on progress without feeling burdened by the enormity of the whole event.
3. Know When to Ask for Help
One of the biggest hurdles for event planners is trying to do everything alone. Delegating responsibilities is not a sign of weakness but a practical way to ensure the success of the event without burning out. Asking for help is a skill, and it can make a significant difference in reducing stress levels.
Enlist Trusted People: Reach out to family, friends, or colleagues who are willing and able to assist. Designate specific roles for each person, like managing RSVPs, setting up decor, or coordinating with vendors.
Consider Hiring a Professional: If the budget allows, a day-of coordinator or an assistant can take a considerable load off your shoulders. Even for a few hours, having someone else manage the details on event day can help you relax and enjoy the experience.
Be Direct: Don’t be afraid to communicate your needs clearly. Whether it’s needing someone to help with setup or simply listen as you talk through decisions, communicating openly will get you the support you need.
4. Make Time to Decompress
In the midst of event planning, taking time to unwind may feel like a luxury, but it’s essential to maintain your mental well-being. Decompression doesn’t require a lot of time—sometimes, even 10 minutes can make a difference.
Try Short Meditation or Breathing Exercises: Simple mindfulness practices can help quiet a racing mind. Try apps like Headspace or Calm for guided meditations, or take five minutes to do deep-breathing exercises to reset.
Engage in Physical Activity: Physical exercise, even something as simple as a brisk walk, can help release tension and improve your mood. Exercise helps you recharge and return to planning with a clearer mind.
Schedule Mini-Breaks: Set aside small moments during your day, where you can step away from planning entirely. Whether it’s reading a book, chatting with a friend, or simply sitting in a quiet space, these breaks help recharge your mental energy.
5. Adjust Your Expectations
Perfectionism is one of the primary reasons event planning becomes stressful. It’s easy to get caught up in trying to make every detail flawless, but expecting perfection can lead to anxiety and burnout. Remind yourself that most guests will be happy simply to be there, and the event’s success won’t hinge on minor details.
Practice Self-Compassion: Treat yourself with kindness and understand that it’s okay to make adjustments or compromises. Self-compassion can be a powerful tool in reducing feelings of inadequacy and stress.
Embrace “Good Enough”: Shift your perspective from “everything must be perfect” to “this is good enough.” High-quality events are rarely flawless, and in most cases, guests won’t notice small imperfections.
Focus on the Purpose: Remind yourself why you’re planning this event in the first place. Whether it’s to celebrate a milestone or bring people together, remembering the purpose can shift your focus away from the little details that might be adding to your stress.
6. Stay Flexible and Adapt to Change
In any event, things may not go exactly as planned. Learning to adapt and problem-solve can reduce stress and keep the process more enjoyable.
Create Backup Plans: If possible, have a few contingency plans for important details. Knowing you have alternatives will help you stay calm if things don’t go as expected.
Let Go of Control: Recognize that you won’t be able to control everything, and that’s okay. The goal is to create a wonderful experience—not necessarily a perfect one. Letting go of the need for complete control can alleviate pressure and allow you to enjoy the planning process.
7. Visualize Success to Stay Motivated
When you’re feeling paralyzed or stuck, take a moment to visualize a successful event. Picture yourself at the celebration, watching everything come together, and feeling proud of the work you’ve put in. Visualization is a powerful tool that can help reduce stress and keep you focused on the positive outcome.
Picture the Event’s Highlights: Imagine specific moments, like guests laughing or enjoying the food. This visualization exercise can help you stay connected to the bigger picture and keep your motivation up.
Celebrate Small Wins: Celebrate each milestone you accomplish, no matter how small. Whether it’s booking a vendor or finalizing the guest list, acknowledging these wins can create momentum and build confidence as you continue planning.
8. Remember the Importance of Self-Care
Your well-being matters more than any event detail. Prioritizing self-care can make a world of difference in how you approach the planning process and how much you enjoy it.
Set Boundaries: Limit the amount of time you spend on planning each day. Scheduling time for rest and relaxation ensures you won’t burn out before the event.
Don’t Forget Basic Needs: Often, stress can lead us to neglect things like sleep, hydration, and regular meals. Taking care of these basics can significantly impact how you feel physically and mentally.
Wrapping Up: Keep Going, One Step at a Time
Event planning can be challenging, but with these strategies, you can manage stress and keep moving forward. Recognize when it’s time to step back, ask for help, and prioritize your well-being along the way. Ultimately, remember that events are about celebrating and connecting—when you stay focused on that, the little details will fall into place.
Planning a memorable event without overextending yourself is possible. Take things one step at a time, and remember that even the most experienced planners face stress. The key is to keep going, adapt when needed, and celebrate your progress.