Event managers: 5 tips for staying on top of your game

English translation by Hugo Parker. French original. Originally published on 2018-11-14. This archive retains the observations and references of its time.

If you work in event planning, you’ll know that our lifestyle can be unusual:   48-hour days, high stress, constant travel and nights away from your own bed. That makes it important to look after your physical and mental wellbeing and stay as healthy as you can. The last thing you want is to arrive at an event physically and mentally exhausted — easier said than done! Here are five habits I try to follow to stay on top of my game throughout the year.

1. Start with hydration

Drink, drink and drink some more — water, of course! Drinking throughout the day matters if you want to avoid headaches and energy dips. Staying hydrated helps me feel alert and think clearly. I recommend a metal bottle that keeps water cool for 24 hours. You can also use an app to remind you to drink during long working days. I use Quotidienne Eau (free, iOS), but regular phone reminders work too. If, like me, you find water boring, add fresh fruit for a little flavour. One last thing: if you’re a coffee enthusiast, my rule of thumb is to drink twice as much water as coffee.

2. Prepare your lunch boxes

Eating well matters too. Even when things are stressful or busy, try to keep regular eating habits. I find sudden changes in diet — especially turning to fast food — don’t suit me. During a busy period in the office, I recommend preparing lunch boxes twice a week. Once a week feels too rigid: you still want some freedom to eat what you fancy. I make mine on Sunday evening — it keeps me occupied and puts off the Sunday blues — and again on Wednesday. There’s no need to overcomplicate it. Use fresh ingredients that will keep for three days in the fridge. I always try to add colour so the food looks appealing. When travel becomes intense, I avoid room service. In a large city, I’ll look for a small deli or restaurant, or order through Uber Eats, Deliveroo or a local delivery service. Try to resist the pull of junk food!

3. Schedule time to work out

Saying exercise is good for you may sound obvious, but it’s particularly relevant to event producers. Working out helps me clear my head and release stress.  You’ll naturally have less free time in the days and weeks leading up to a major event. I suggest putting exercise sessions in your work calendar. It might help you stick to them.

4. Find small ways to relax throughout the day

As the event deadline gets closer, it can feel like being a pressure cooker about to overheat. Find a few simple things you can do almost anywhere to stop the pressure building up. Three things work for me:

1. A relaxing room spray. One spray in my office is enough to help me settle down. The scent reminds me of a beautiful wellness centre I visited in Mauritius. The original article leaves the brand and link unspecified. I take the spray on my travels because a familiar scent reminds me of home and helps me fall asleep.
2. A very calm playlist on Spotify or Apple Music, paired with noise-cancelling headphones. I particularly enjoy Lazy Factory by Pure FM on Spotify or Pure Focus on Apple Music.
3. A good sauna session. Again, this is personal, but I find it helps release stress and prepares me for a good night’s sleep. I don’t have a sauna at home, so I try to stay near one when travelling, whether in a hotel or a wellness centre.

5. Stop checking emails after a certain time

This final tip is a little unusual because I don’t follow it every day. During normal working periods, I tend to handle email when I arrive in the office and again at home in the evening. That leaves the rest of the day for deliverables, meetings and the team’s needs. During especially busy periods, though, I stop checking email at 5 pm until the next morning. I use that time to review the day’s objectives, prepare for the following day and do a little research. These tasks don’t demand much creativity, but they aren’t exhausting either. The aim is to let my mind slow down before I go home. There’s no perfect method. The best approach is the one that works for you, and finding it takes some experimentation. What matters is looking after yourself, sleeping well and keeping stress manageable. Making time for yourself may seem difficult, but small changes can improve everyday life and wellbeing.   Previous article: 4 tips for choosing your next event speaker

“If you want to go far, look after yourself.” — My wise colleague 🙂