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Stress-Busting Secrets of Event Production: How We Keep Our Cool

Updated: Nov 1, 2023

In the world of event production, we're all about meticulous planning. We leave no stone unturned, ensuring that every detail is spot on. You'd be surprised at the stress that can lurk behind the scenes. According to the World Scholarship Vault 2023 Study, we're in the third most stressful job in the world - after Military Service and Home Health Aids.

Event production might seem glamorous and exciting, especially at our award nights and gala dinners. But behind the scenes, it's a whirlwind of tight schedules, logistics, and unexpected hiccups. We're here to pull back the curtain and spill the beans on our secrets for staying stress-free and consistently delivering top-notch events year after year.

1. Detailed Planning

The foundation of a stress-free event is meticulous planning. Every event, no matter how small, starts with a detailed plan. This includes defining goals, creating timelines, and outlining all tasks. The more comprehensive your plan, the fewer surprises you'll encounter.

2. Experienced Team

Behind every successful event is a dedicated team of professionals who've been there and done that. We know the industry's ins and outs, enabling us to anticipate problems and navigate challenges effectively.

A group of Event Professionals at NRL Fan Fest
Our Team at NRL Fan Fest

3. Effective Communication

In the high-pressure environment of event production, effective communication is a must. Regular team meetings, clear lines of communication, and open dialogue with clients.

4. Contingency Planning

Expect the unexpected. Preparing for potential hiccups and having backup solutions can make even the most unforeseen issues manageable.

5. Technology and Tools

We use a bunch of project management tools and event-specific technology. These tools streamline processes, help us stay organised, provide real-time updates and increase efficiency.

Event professional with a communication headset
Our Comms are Lifesavers on Event Days

6. Self-Care

Taking care of oneself is vital in a high-stress profession like event production. Our team practices healthy eating (hello, Fishbowl), regular exercise (ask Shani how her basketball team went this week), and sufficient sleep (except around events) to contribute to a clear mind and better thinking.

7. Delegation

Delegating tasks to capable team members balances our workload, empowers our team and maximises your budget. Each project has a dedicated director, producer, manager and coordinator - plus, we have hundreds of event staff and interns we use on larger projects. Hey, you can't do it all!

8. Problem Solving

Events rarely go exactly as planned. Understanding this and staying agile and in control when facing unexpected challenges is our superpower. It sets a positive tone for our team, and event attendees don't even feel the blips.

9. Client Education

Educating clients about the intricacies of event production can help manage their expectations. When clients better understand the process, they know why we do things the way we do.

10. Post-Event Brief

After the event, it's essential to conduct a thorough post-event brief. Identifying what went well and what could be improved helps us continuously refine our processes, reducing stress in future projects.

Professional team in a private room drinking a glass of bubbles
Sometimes those briefs are done with a well-deserved bubbly!

Stress is an inherent part of the job in the event production world. However, with careful planning, a supportive team, and effective stress-busting strategies, navigating this challenging industry with grace and poise is possible. The next time you attend a seamless, stress-free event, remember that behind the scenes, event professionals are working diligently to ensure everything goes off without a hitch.

At Usual Suspects, we're dedicated to crafting meaningful experiences, which means keeping calm under pressure. With over 20 years of experience in the industry, we've seen it all. Our focus isn't on being expensive; it's all about adding real value and a stress-free experience for our clients to every event we take on - leaving you with memories to take for years to come.


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