We’ve all fallen victim to the 2am panic.
“Did I confirm the catering?”
“How many extra chairs do we need? Did I say five or just think five?”
“Did I print their badge. Did I pay for the room. Did I remember all the food allergies?”
It’s all consuming. And when you’re running the show, there’s no let up from the pressure.
Because when you’re running an event, if you’re not juggling menus, adjusting seating charts, and dealing with last-minute speaker changes, then you’re putting out someone else’s fires.
And the thing is, you enjoy it. The thrill of no sleep. Running off coffee and exhaustion. The adrenaline of not knowing what might go wrong next, or what might go right…
It all sounds too familiar, doesn’t it?
Well, don’t worry, you’re not alone. There’s a lot of us out there who love hosting, running, and managing events. And while that’s great, there won’t always be enough coffee to help us through, and the lack of sleep will get to us at some point. So, in the event of those two things happening, we’ve put together some helpful tips and tricks to get you through your next event.
Let’s take a look.
Top 5 Ways to Simplify Event Planning
1. Use a Centralised Event Dashboard
Without a clear plan and the right tools, planners can easily get lost in the chaos of emails, spreadsheets, and last-minute changes. A centralised dashboard changes everything. One place for tasks, timelines, and contacts so you’re not digging through emails at midnight.
Pro tip: Look for tools that integrate with your calendar and messaging apps for real-time updates.
2. Automate Reminders and Confirmations
Manual follow-ups eat into your time and your sanity! Automating reminders for RSVPs, vendor check-ins, and payment deadlines ensures nothing slips through the cracks. Event automation can reduce planning time by 50%, boost attendance by 30%, and cut errors by 40%, that’s a serious efficiency upgrade.
Pro tip: Focus on building processes that free you up for strategy and creativity. Automation isn’t just about saving time, it’s about creating space for the work that really matters.
3. Share the Load Without Losing Control
Bring everything together in a project management tool for visibility and control. Create shared checklists, set deadlines, and track progress in real time for transparency and accountability.
Pro tip: Schedule quick check-ins to keep momentum without micromanaging. With a dashboard doing the heavy lifting, you’ll stay in control without being the bottleneck.
4. Create a “Plan B” Playbook
Because things happen. Weather changes, speakers cancel, tech glitches. Having backup plans ready makes you the calmest person in the room when others are panicking. Research shows that last-minute changes are one of the biggest stress triggers for event planners, so planning for them is non-negotiable.
Pro tip: Map out your top three “what if” scenarios before the event, then assign clear actions for each. When the unexpected hits, you’ll have a ready-made response instead of scrambling.
5. Build a Post-Event Checklist Before the Event Starts
Wrap-up tasks often get overlooked. Planning ahead ensures nothing slips through the cracks. like sending thank-you notes or analysing feedback. Post-event analysis is where you uncover insights that make your next event even better.
Pro tip: Draft your checklist alongside your event timeline. Treat it like the final phase of your plan, not an afterthought. Bonus: schedule time for feedback collection while the event is fresh in everyone’s mind.
—-
You don’t have to keep managing events the hard way. The truth is, great events don’t happen by accident. They happen when you have the right systems, tools, and support in place.
At Fresh, we help event managers like you take the stress out of planning and put the focus back on creating unforgettable experiences. Whether it’s streamlining your workflows, building contingency plans, or giving you the tech to stay in control, we’ve got you covered.
Let’s talk about how we can make your next event your smoothest yet.