How to Handle Stress During a Live Event (And Actually Enjoy The Show)

Master the art of event planning by starting early, setting high standards, and building the right team around you. Tips to minimize stress and create a successful, memorable event - for your attendees and for yourself.

If you're like me, you've indulged in "event stress" once… maybe you even craved the rush! Putting out fires, being personally vital to an event's success, and then celebrating when it was over - knowing it could not have happened without you. Then, fast forward to your 3rd or 30th event and you realize there has to be a better way.

If your next event is six months out, the best solution is to start now. By overpreparing and beginning the process early, you'll find ways to actually enjoy the event alongside your attendees - not just survive it. I can mostly speak to live general session productions, but I believe the same principles apply to all aspects of an event or conference. And the best part? When you overprepare early, you're reducing stress for your support staff and your AV production company too. The result: everyone shows up excited, and you benefit from a team that's fully locked in.

Here are some tips - and honest reminders to myself, especially after a stretch of back-to-back events that reminded me exactly why these things matter. 🙂

1. Create a timeline for major milestones. Break down the important tasks and spread them out over days or weeks - especially the ones that tend to cause the biggest headaches right before showtime. Put your deadlines on your personal calendar (Google Calendar is my preference). PRO TIP: Map backwards from your event date. You'll be surprised how quickly six months disappears when you can actually see it laid out in front of you.

2. Set high expectations and be ready to roll. At Cybis, we shoot for the stars - our goal is to exceed our clients' expectations in every aspect of the event. So when something doesn't go exactly as envisioned, our team is often the only one who knows. When the bar is set high from the start, the client and the audience will still walk away ecstatic. High standards are a form of insurance.

3. Bring in the manpower (and womanpower). If you don't have sufficient staff, it's time to recruit. PRO TIP: Consider local labor or friendly event companies who can provide experienced support staff at nominal cost. Industry Facebook groups and LinkedIn can also connect you with talented people looking for new opportunities. Don't wait until the week before - by then, the good ones are already booked.

4. Plan one solid day to yourself right before your event. Give yourself the gift of a clear head going in. PRO TIP: Even if that goal feels too lofty, if you plan for it, you'll appreciate having a "bonus day" to tie up loose ends - and you'll walk into the event recharged and ready to go. Some of my best pre-show prep has happened on days I originally blocked off to do nothing.

5. Reward yourself and your team. Plan at least one day off - completely disconnected — after your event. Everyone performs better on-site when they know a real break is coming. Build it in before the event, not as an afterthought.

6. Thank your team. You'll want them back next time, and a handwritten note or a small gift card goes a long way. PRO TIP: Write those notes weeks in advance - because after the show, the last thing you'll want to do is sit down and write. But it matters more than most people realize.

7. Engage an experienced and trusted production team. Cybis' clients appreciate that the show will go on. We own our world of general sessions and work hard to minimize stress at every stage - pre-production and on-site. We know you have a million other things on your plate, and we take genuine pride in being the part of your event you don't have to worry about.

It's so fun to produce and host events. By working with intention in the months leading up to each one, you set yourself - and everyone around you - up for a show worth celebrating. Reach out today to talk about what's next.

Cheers to stress-free events, 

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