Super Planners Unite! Ways to Beat the Villain Called Stress

Planning, managing, and producing an event is stressful. Event professionals are almost always in a constant state of fight or flight; figuratively and literally.  Fighting with couriers, vendors, and suppliers when things don't go quite right at the last moment to trying to flee the chaos of it all just to take a quick breather between small bites of meals we'll never completely finish.

As much as we'd love to believe that the body functions best when always on high alert, studies show otherwise.  According to an article by Mayo Clinic, "If your mind and body are constantly on edge because of excessive stress in your life, you may face serious health problems. That's because your body's "fight-or-flight reaction" — its natural alarm system — is constantly on." 

Some of the health problems that can occur under constant stress are:

Heart disease

Sleep problems

Digestive problems

Depression

Obesity

Memory impairment

Skin conditions

Over the years I've suffered from many of the conditions on this list and still dealing with a couple as I type.  In 2006 I was unloading boxes, began to feel dizzy and started to experience heart palpitations. I hadn't eaten or drank much all day because I had take a red eye to the convention center, immediately dropped my suitcase off in my room at the hotel, then hopped in a cab to the convention center.

I luckily worked for a pharmacy related association and while helping to set up the expo floor started talking to an exhibitor about heart related issues. I spoke to my management team, went to the doctor and it was then that I found out I was suffering from bouts of palpitations and atrial fibrillation induced by stress, diet and dehydration.

After that very scary moment I decided to make some changes.  Of course I'm still on and off the wagon as some days are more hectic than others but I've learned how to take brief moments of zen during the busiest times of the year.

 

Here are some ideas and ways to reduce stress while still saving the world as Super Planner!   

1.  Take a tech break - Believe it or not, it's okay to unplug. Take at least a 15-30 minute break away from your email, phone, blackberry, and other devices. Don't open up your Twitter feed, don't instagram, don't pin, click out of Facebook.  We take in a massive amount of information in one day and our eyes and hands need a break too.

2.  Take a virtual vacation using nature sounds or white noise - I keep a Soundscapes radio near my bed and have my sounds app when I travel.  It's the perfect white noise I need to block out the sounds and chatter around me.  I can close my office door or find a quiet spot and transport myself to a beach, rain forest, or country porch in the middle of nowhere in an instant. 

3.  Pack healthy snacks - This is so important.  I have a lot more energy in the middle of a day when I have small snacks such as dried fruit, nuts, cheese sticks and crackers to much on.  The snacks are quick, easy to transport, and keep you feeling full throughout the day.

4.  Move - Whatever you do, just keep moving...away from the office or your desk.  Take a walk around the block, do some laps up and down the hall, all you need is 30 minutes. (Confession time:  I'm horrible at taking my own advice though.  I can easily become so distracted that I can be sedentary the entire day if busy enough). 

5.  Prep your workspace for peace - Make sure that your environment is conducive to work AND just as relaxing.  Keep a few stress toys, a fountain, funny signs, plants or photos of loved ones in your space.  Keep work area free of clutter and organized and make sure it reflects your personality.  For ideas on how to create a more relaxing space visit http://life.gaiam.com/article/6-ways-create-more-peaceful-workspace

6.  Sleep - I know you don't really sleep much if at all when the event is quickly approaching but when you do get the opportunity, don't ruin it by checking email at 2am because your phone alert is going off. Whether trying to get a full night's rest or grabbing a power nap in the middle of the day, just close those eyes and catch some Zs.

7.  Recess time! - We are adults but even adults need play time. I used to participate in weekly team breaks called Manic Monday or Wacky Wednesday.  We'd use those days to celebrate anything and everything.  Accomplishments, birthdays, life!  It was during these times I bonded and interacted with my team mates.  As a result of our increased communication and stronger relationships, we produced higher quality and more successful events.

8.  Get and be a mentor - Mentors not only guide you through your career and personal life, they are great sounding boards when you need to talk and can advise you when you're searching for another perspective or need to solve a pressing problem.  Good mentors will make time for you when possible and when needed most. Remember mentoring is a two way street, so if someone is there to listen to you, make sure you are taking the time during a hectic day to be someone else's ear.

9.  Let the light shine in - Vitamin D is good for you :)  If you don't have windows in your office, go outside and soak up the sun. 

10.  Just breathe - It's an easy enough concept that you don't have to think much about but when you do take the time to think about it, you'll find it can be relaxing and calming.  Try deep breathing exercises during your most stressful moments but don't overdo it or you'll fall out (trust me, I know!). Breathing exercises - http://healthland.time.com/2012/10/08/6-breathing-exercises-to-relax-in-10-minutes-or-less/  

Earth Day Is Every Day - A Green Meetings Quick Guide

Kermit said it best, "it ain't easy being green"!  Truth be told, it really IS very easy to be green when planning an event. 

I've compiled a list of tips and resources to help you become a more eco-conscious planner because honestly folks, we only have one Mama Earth and to celebrate her one day out of the year probably makes her pretty daggone blue!

Enjoy the compilation of resources and sites I've pulled together to help you plan events that make a lasting impact...but won't leave a huge carbon footprint.

EVENT PLANNING TIPS

1.  Use technology to your advantage!  Use electronic communication for Save the Date cards, invitations and surveys.  Place all materials related to the meeting on a flash drive for event attendees. It not only saves money but gives us more of a reason to celebrate Arbor Day on April 26th! Kiss a tree today ;)

2.  If it has been re-used, then use it!  Use recyclable paper, name badge holders, lanyards, plastic sign holders, etc.  Green meeting products can be found all over the internet --> http://greenmeetings.usfi.com/GreenMeetingsProducts.aspx

3.  None of us would argue that signage is necessary but digital signage is just as effective and already integrated in many hotels and event venues around the world.  Use eco-friendly vendors for physical signs. 

4.  Choose event venues wisely.  Ask about their commitment to sustainability and policies and practices; when in doubt, research for yourself!  See facilities information below.

5.  Food and Beverage - Go local, use glassware and silverware, place compost and recycling bins near meal function space, plan for "hydration stations" vs. purchasing bottled water.

RESOURCES

Best Practices
CIC/APEX Standards
http://www.conventionindustry.org/StandardsPractices/APEXASTM.aspx

ASTM Standards
http://www.astm.org/standardization-news/update/green-meeting-standards-ma12.html

Green Meeting Industry Council
http://www.gmicglobal.org/

Government Agency Guidance
Center for Disease Control & Prevention Sustainable Meetings and Resources
http://www.cdc.gov/sustainability/greenmeetings/index.htm

Environmental Protection Agency Resources
http://www.epa.gov/oppt/greenmeetings/


Facilities
How to Assess Facilities
http://meetingsnet.com/green-meetingscsr/green-meeting-venues-how-assess-them

Supplier Directory
http://gmic.officialbuyersguide.net/

List of Conference Facilities That Meet IACC Code of Sustainability
http://www.iacconline.org/education/index.cfm?fuseaction=environmental

US Green Building Council
http://www.usgbc.org/


Blogs and Articles
ASAE Green Meetings Resource List
http://www.asaecenter.org/Resources/content.cfm?ItemNumber=48865

EVenues
http://blog.evenues.com/post/2012/10/24/Why-Green-Meetings-Matter.aspx

ConventionPlanit.com
http://www.conventionplanit.com/green_meetings.php

GEP Destination Management
http://www.gepdmc.com/tag/green-meetings/

Cvent Blog
http://www.cvent.com/en/event-management-software/green-meetings-made-easy.shtml

Going Green DC
http://www.conventionplanit.com/green_meetings.php

We Are More Than Just "Planners" - Part II (YOUR responses!)

First I'd like to thank each of you for answering the call to my Twitter and LinkedIn campaign #PlannersAre.  Your input is encouraging and so very appreciated!  It was wonderful reading all of the titles, labels and descriptions you'd give to event and meeting professionals. 

Our industry is finally growing up. We are finding our voice, communicating our value and worth, and making an impact in areas of hospitality, travel and tourism, and business.  We are so much more than what our current titles suggest.  It is our duty to educate others so that we continue to grow as a profession. 

We wear so many different hats during a typical day that "multi-tasking" might as well be our middle name!  Below is a compilation of your responses.  I will continue to update this list as others come in. Again, thank you to those on Twitter and in the "Event Planning & Event Management - the 1st Group for Event Professionals" LinkedIn Group for their contribution to this post!

***

 

Planners are researchers, data analyzers, dieticians, technologists, caregivers, concierges, production directors, financial managers, content experts, emcees and the face of your organization and brand!
-Kendra McMurray, CMP, CGMP @Meeting_Pro

Planners are negotiators, risk management experts, Plan B thinkers, hosts, contract authorities, logistics planners ... shall I go on?
-Marion Finkelstein @MarionSpeaks

Planners are organizers, researchers, decision-makers
-Meet Mr.Holland @MeetMrHolland

Liaisons, partners, problem solvers, a second set of eyes...so many things!
-UCLA Meetings @UCLAMeetings

Strategic Event Managers, Experience Creators.
-WilliamThomson @williamevents

Architects. We visualize, analyze, create, strategize, design and build.
-Myrna Medina @WarriorInHeels

Planners are negotiators, comforters & confidants.
-Cheri W. @Millionnairess

We are Travel Agents & Tour Guides, as we tell our sales where to go to dinner and what they can see on their time off from the booth. Mothers [and fathers], as we sew on buttons, apply bandages buy panty hose, hand out Kleenex and know where the bathrooms are. We are Sales People because we cover Sales on the show floor when they take bathroom breaks or go to lunch or have to fly out early. We are Caterers, House Keepers, Logistics Managers, and Product Geniuses.
-Gail Martinson, LinkedIn Group Contributor

We are architects, strategists, foodies, wine connoisseurs, human relations specialists, emergency response experts, techies, designers and a beautiful, rare combination of left- and right-brainers all rolled into a well-heeled package (with sore feet).
-Shawna Suckow, CMP @SpinPlanners

Sometimes it feels like I'm a magician making miracles with minimal and a "macgyver" when things fall apart. You have to adapt quickly to make things happen.
-Yvelise-Lopez, LinkedIn Group Contributor

We are definitely counselors who do not necessarily have a license for that! We are sometimes caught up in planning a wedding for a couple, but that easily turns into a couple's favorite go-to person to spill out all their, fears, doubts and emotional baggage past, present and current!! It is your job to be whatever that couple needs to get them to "I do"!! Even if you have to transform into "Super Planner" to get them there!
-Danielle Nicholas, LinkedIn Group Contributor

Someone who "makes things happen"!
-CathBrinkley, LinkedIn Group Contributor

We are humans, mothers, fathers, sons and daughters, friends, care givers, those who other people go to and lean on. Sometimes we become their therapists.
-CEO, Eldar Entertainment, LinkedIn Group Contributor

I am a MOTHER, I do it all, the event is my baby, I will pamper it and nourish it until the end.
-Gwen Stevenson, LinkedIn Group Contributor

I sometimes feel like a general leading my troops to victory armed with a battle plan, nerves of steel, the patience of a saint and the ability to think quickly on my feet!
-Stacey Maderios-Cooke, LinkedIn Group Contributor

I would say you could call yourself an Events Producer, because that's what you're actually doing.
-Herb Bass, LinkedIn Group Contributor

We are therapists and counselors.
-Phyllis Shelton, LinkedIn Group Contributor

I am a mind visual creator, producing a live realistic special gathering of people or persons, marking a moment in time with a celebration or remembrance through the use of all human senses available!
-Christie Dodson, LinkedIn Group Contributor

Sometimes we are like the "Secretary of (the event) State" coordinating efforts between providers, clients, and venue personnel; negotiating meetings to discuss plans of action, communicating the goals, needs and capabilities of one "nation" to another and bringing all to a solution that works for everyone.
-Leslie Ferebee, LinkedIn Group Contributor

We are mentors whether we realize it or not. Others learn by watching our experience, our emotions and our multi-tasking abilities. We are fire fighters- ready for that one small thing that goes wrong and ready to put that fire out with class and comfort to others. We are Negotiators, Strategizers, Problem Solvers. I love it when someone says "oh, you plan meetings, fun!" But to those that do it, we know it's so much more.
-Karen Hoffman-Krueger, CMP, LinkedIn Group Contributor

We are the "strategist" who comes up with the best plan of action and "doer" who makes it come to life, event marketing professionals, relationship experts, the one wearing the suit on the trade show floor and the one in jeans setting up and tearing down the booth, the communication specialist and the overall generalist. The best event professionals are those who can be whatever the client or our employer needs at the time.
-Les Selby, CMP, CMM, LinkedInGroup Contributor

Memory makers we create a memorable experience.
-Elise Maree Holford, LinkedInGroup Contributor

William R. Host, Associate Professor at The Manfred Steinfeld School of Hospitality and Tourism Management at Roosevelt University, Chicago (and a friend of mine!) put together a list a long time ago called "Who is the Meeting Professional?: Accountant, Architect, Audio-Visual Techie, Comedian, Communicator, Concierge, Crisis Manager, Crowd Controller, Dietitian/Chef, Entrepreneur, Executive, Graphic Designer/Printer, Interior Designer, Lawyer, Negotiator, Nurse/Paramedic, Party Host, Police/Traffic Cop, Prop Manager, Psychologist, Registrar, Safety Engineer, Sales Manager, Santa Claus, Social Worker, Scheduler/Logistics Expert, Secretary/Receptionist, Social Worker, Teacher/Educator, Talent Agent, Travel Agent, Miracle Worker!"
-Beth Cooper-Zobott, LinkedIn Group Contributor

Vision planner - listening to the client and creating the mission/vision from listening and hearing what they are not saying. Writer - writing all the content for publications, websites, notes, speeches. Technical Director -coordinating and implementing social media, designing and managing databases, navigating and designing registration sites and home pages.  Designer/Logistician - designing and fitting all the pieces together so it is seamless. To me, all of our "duties" and why I do what I do is about Guest Experience. That is the hinge that brings all the planning together. If each guest is able to fulfill their role (guest, speaker, vendor, board member, staff), then that is your success story. Message communicated, relationships made, staff happy, guests empowered....it’s a WOW.
-Janna Bowman, LinkedIn Group Contributor

Asan Event Manager, Executive Producer, Project Manager and more generically "Director of Done" - I have adopted the tagline "Turning your to-dos into ta-das". Gets 'em every time. Unless the tasks we are performing on a specific project are SUPER focused (which, to be an effective, creative contributor to the team, isn't really the best strategy, right?) it is difficult to put one title on what we do and who we are to the process. We are a unique demographic of individuals who are simply interested in making other people shine! And we take a lot of pride and satisfaction in that role. Sometimes the tasks are thankless and we have to educate some about how they will benefit from our services. But at the end of the day we can stand back and watch what we created come to life and know that it was a job well done!
-Roberta Boucher, LinkedIn Group Contributor

I would add that we are master organizers as well as arbiters of style, taste and trends.
-Angela Perry, LinkedIn Group Contributor

We are the risk managers, the safety officers, and the assurance and governance for the meeting or conference...
-Geoff Anderson, LinkedIn Group Contributor

I have a different twist than most. I am a city wide event planner. I'm a negotiator, as I try to break down the walls of jealousy between the cities, and teach them to work together. I stand between the city associations and their merchants, becoming their advocate. I am the liaison between the merchants and their potential customers. I am a patrol officer when there are long lines and irate people. A communications specialist when merchants have no clue how to use their computer for marketing themselves. All of this, and a business coach... -Pamela Gressett, LinkedIn Group Contributor

Planners provide a magical experience of organizational expertise that provides entertainment and information to enrich the lives of the attendees.  I have three different perspectives.  I have planned events, attended many as a participant, and now do public speaking and training.  The magic is when it is so well done, that is looks easy.
-Dr. Shirley B. Garrett, Psy.D, LPC, DAC, LinkedIn Group Contributor

I’m a planner of parties, a planner of FUN, a planner of getting to know everyone.  I’m a planner who listens, a planner who laughs, and a planner who does nothing by halves. -Lorien Silvan, LinkedIn Group Contributor

Event Wizard-Witch-Emporer/Empress-From Dr. of Trends, to Professor of Old School Genius…
-Kelli O’Dell, LinkedIn Group Contributor

We are improvisers, with a “duck like” presence.  If you think of how a duck swims on the water, you get my meaning.  Paddling really hard, but not looking like it…
-Jacquelyn McCrae, LinkedIn Group Contributor

Sometimes I feel like I am the DOE - Director of Everything!
-Dianne Davis, LinkedIn Group Contributor

I often think of Even Planners as "Genies".  They take the wishes of their stakeholders and make them come true.  They see the vision and create the vision.
-Denice Gigoux, LinkedIn Group Contributor

I continue to be an advocate for doing away with the term "planner" which sounds too much like a hobby and instead adopting a project manager or producer...I believe we can transform our industry by changing out title to one which uniformly garners respect and pay equal to that.  Producer, Project Manager, those are well accepted by business circle and I like the idea of adopting them. 
-Heather Mason, LinkedIn Group Contributor

With a wedding, as an Event Planner, you are being everything...to everybody!  Maybe the sister or the mother that that bride hasn't got; best friend, confidant, magician (pulling wedding rabbits out of a hat!), stage director "par excellence" (you've done it before, but it's their first performance!)...
-Anne Ager, LinkedIn Group Contributor

Sometimes I'm a hand holder and counselor!
-Deborah Stillwell, LinkedIn Group Contributor

I believe that we are all "EXPERIENCE CREATORS". 
-Makarand Bhave, LinkedIn Group Contributor

 

 

 

We Are More Than Just "Planners" - Part I

I was having lunch with a colleague a few weeks back discussing next career moves. Many of us go through transitions in our lives when what has been a passion for years suddenly seems like it will become "the death of us".  Well, this was apparently the point my colleague had reached and she was ready to move in a completely different direction.  She sighed heavily, looked at me with genuine bewilderment and said, "But what comes next? I'm too old to try something different and I've been a planner for 15 years, what other skills do I have?!"  To which I responded, "heyyyyy, we are the same age, and I can assure you, I am NOT old!".

Now I'm a solver of everyone else's problems besides my own, so this seemed like the perfect time to jump in and offer my advice and assistance.  As the old saying goes, therapists have a hard time solving their own problems because they're too busy solving everyone else's, or something like that!  We chatted about her resume and goals, what she wanted in her next position, her strengths and weaknesses.  She showed me her resume on her iPad and we went through her achievements and skills.  When I tell you her resume was impressive, I'd be selling her short.  She had responsibility for financial transactions, technology purchases, marketing, education and accreditation, sponsorship revenue...and did I mention she assisted with internal facility rental?  As a former conference center manager myself, I can attest that the role is a job on its own!  She possessed a wide array of skills and could clearly get a job in any field of her choosing. I don't know why she didn't see it as clearly as I did. 

It hasn't been until recently that organizations even felt the need to hire professionals to handle their meetings, conferences, and special events. We are so much more than our titles though.  We have developed the skills to handle almost anything that is thrown our way.  We thrive on the unexpected because we prepare for it.  We get a thrill out of finally seeing what the picture looks like after so many months of piecing the puzzle together.  Planners wear multiple hats and play many different roles during the planning of any type of event.  We are facilitators, marketers, business developers, technologists, and I could keep going...but I won't because I want YOU to.

 

Your mission...tell me what other labels you would give to event professionals/planners. What is it that we REALLY do?

You can post it here or follow me on Twitter @meeting_pro and tag #PlannersAre. 

Excuse me, coming through...

I figured I'd jump into the blogosphere sooner or later. Is there any room left at the table?  Well, how about if I configure the room a little differently, shift some equipment around, and remove the staging?  Make room people, new kid coming through!

I'm happy to report that my Twitter followship is up about 300% in the past 6 months as I've started to expand my social networking beyond the confines of Facebook and LinkedIn.   I've been on Twitter for 4 years and just found my calling as a "resource aggregator". I'm really good at researching and networking in groups to find the latest news pertinent to this industry and I like to share!  In this blog I'll be posting commentary, articles and advice on the world of meetings and events as seen through the eyes of a mentor, mentee, and consumer of all things event, hospitality, food and travel related. This is not only my day job but my side job as well. This has been my life for 13 years yet I'm happy to report I'm still learning a ton long the way.

I'm an fierce advocate of knowledge sharing and networking so please connect with me and share your ideas to make this blog the place for event professionals to be!

To live a long and happy professional life, please remember to to plan, eat, travel...then repeat!

Kendra McMurray, CMP