Stress-Free Event Hosting Tips

If you’re the individual or one of the individuals in charge of hosting and largely planning an upcoming event, you may be stressed about certain elements of the big day. Whether it’s certain planning factors, a fear of public speaking or even some simple nervousness about which outfit you’re going to wear to impress all your guests, there are a number of areas you might be concerned about – but there are professionals here to help. 

At In The Event, we’re proud to offer a huge range of event planning and event coordinator services for clients around Utah, including everything from corporate event planner solutions to event rentals light video equipment, lighting and more. Here are some common examples of stressors that often impact the host of a given event, both leading up to the event and on the big day itself – plus how to manage them, whether on your own or with the help of friends, family and our team of event planning professionals wherever necessary. 

Common Planning Pitfalls

While this is far from an exclusive list, and the potential issues you may run into during planning will depend largely on the context of your event, here are some of the most common snags that people planning events might run into:

• Budget concerns: Perhaps the single biggest concern for many when it comes to event planning is staying within budget. Even if you have a large amount of money set aside, actually determining where and how much to spend on various areas can be tricky – not to mention keeping up with potential surprises.

• Guest counts: Another major factor here is guest count, which has a number of other related areas to consider. You might need to find a venue that comfortably fits everyone, for one – or perhaps you’ll need additional food and beverage services if the numbers end up being higher than expected.

• Rental or material concerns: In other cases, you might be concerned about the quality or availability of certain event rentals. But if you’re working with a trusted provider like In The Event, we can be your one-stop-shop for all necessary rentals and materials, helping you avoid any concerns here.

• Timeline worries: Some people are natural planners who have no issue sticking to timelines and agendas, but others aren’t – and this can lead to stress as you try to keep everything moving smoothly throughout the day.

• Personal concerns: Finally, while it’s less common, some hosts may experience personal concerns or issues that impact their ability to effectively plan an event.

Luckily, working with a professional event planner or even just delegating certain tasks to friends and family members can help you overcome all of these stressors as needed. These professionals can help you create a detailed budget, manage guest counts and timeline concerns, and even bring a sense of calmness to the event planning process. And with extensive experience in the industry, you can trust that their advice is reliable and accurate. 

Social or Public Speaking Concerns

Let’s face it: Not all of us are extroverted, and even those who are may have specific areas of social anxiety that make public speaking or large gatherings a bit difficult. But again, there’s no need to worry – with proper preparation and assistance from an event planner, you can still have a successful and enjoyable event. Here are some tips for managing potential social or public speaking concerns:

• Take your time: Don’t rush yourself into planning, and don’t schedule the event too soon. Give yourself plenty of time to prepare mentally and emotionally.

• Practice: Whether it’s public speaking or just being around large groups, practice can make perfect. Consider rehearsing your speech or having a few small gatherings with friends to get more comfortable in social situations.

• Delegate tasks: As mentioned above, you don’t have to do everything yourself. Delegate tasks like greeting guests or introducing speakers to others if it helps minimize your social anxiety.

Remember, it’s also important to be kind to yourself and not be overly critical. Even if you stumble during a speech or forget an important detail, chances are most people won’t even notice. Just take a deep breath, stay positive, and enjoy the event! 

Day-Of Concerns

There can be a few different types of concerns that arise on the day of the event itself, and they can vary greatly depending on the type of event you’re hosting. But again, with proper planning and assistance from an event coordinator or planner, these concerns can be easily managed. Here are some common examples:

• Technical difficulties: Whether it’s a malfunctioning microphone or issues with lighting or sound equipment, technical difficulties can be a major source of stress. But with the right professionals on your side, these issues can be resolved quickly and efficiently.

• Last-minute changes: Sometimes plans change at the last minute, or unexpected situations arise. Again, working with an experienced event planner can help you navigate these changes and keep things running smoothly.

• Personal emergencies: On rare occasions, personal emergencies may arise on the day of the event. In these cases, it’s important to have a backup plan in place and to communicate any necessary changes with guests or vendors.

By being prepared for potential concerns and having a support system in place, you can easily overcome any stressors that come your way during event planning. Remember, at In The Event, we’re always here to help make your event a success. Contact us today for help with any event around Utah!