Tips for Tackling Busy Event Season

We’ve arrived at that time of year again – the time where busy event season is officially in full swing and some of us may be relying on caffeine to get by. While peak season is truly a balancing act and mastering the art of productivity, it can be difficult to multi-task when weddings take over nearly every waking minute of your work day. Fortunately for us, there’s no better time to outline a strategy to ensure that you’re making the most out of your time at the office, in client meetings, and even during those precious moments of relaxation.

Staying organized

The ultimate key to success with a crowded schedule is learning how to stay organized. My go-to that keeps me from drowning (especially on days where we’re booked for multiple events) is block-scheduling. Whether you sit down at the beginning of your week and map out each day, or even going through your schedule for the day over your morning coffee, knowing what you’re responsible for helps tremendously.

Prioritize your time with to-do lists and make sure that you’re not stagnant in any of your projects. There are many apps that can help you with this, especially the Reminders app for iOS that allows you to set alarms and due-dates for each item to keep you on track. If you’re the type of person that needs a reminder for your reminders, this is perfect and it’ll prevent you from ever missing a client meeting.

Taking the time to breathe

Relaxing and unwinding after a long day is just as important as crossing off tasks from your daily to-do lists. Just like you would block off time for your employees or for an event, set aside time for yourself. You run the risk of overworking yourself without proper time for your social life and spending time with your family.

This is where block-scheduling also comes in handy. Normally, if something isn’t on my schedule, it simply doesn’t get done. If you find that you have to set a reminder to relax or read a book, don’t be ashamed in doing so! I’ve also found that travel time is the best time to decompress with Netflix or an audiobook, especially on flights without internet as a distraction.

How to maintain sanity

It’s easy to feel as if you’re being pulled in a million different directions during busy season, but there are ways that you can stay sane through it all. Something that I’ve personally found to help me do this is to start setting boundaries. Set them with your clients by not responding after hours, make sure your employees know when you’re unavailable, and most importantly – set boundaries with yourself. 

Know when to turn off your email, and understand that there are only so many hours in a work day! The pressure may be there to work extreme overtime (especially during busy season), but don’t beat yourself up if you have to move tasks to the following day. We can’t do it all, especially as business owners on top of everything else.

As important as it is to make sure that all of your bases are covered for your couples and your clients, running yourself ragged is the most detrimental thing you can do for your business. You won’t be performing at your best, and ultimately, it will show through in your work. Use these tips to keep a fresh mind and balanced schedule, and you’ll find that busy season is a lot less intimidating!

Kevin Dennis is the editor of WeddingIQ and the owner ofFantasy Sound Event Services, a full-service event company based in Livermore, California. Dennis is the past president for Silicon Valley NACE, and current international president for WIPA.