How to Make it Through Your Event Happily: Tips From the Aventri Onsite Solutions Team

Christina Scotch |

How to Make it Through Your Event, Happily: A Guide by the Aventri Onsite Solutions TeamEvery event planner has been there. You’ve spent the past year of your life planning your event to a T; every session, every speaker, every badge type, you’ve thought through it all. However, it’s three hours into the show and you find yourself completely exhausted, insanely stressed and unable to come up with a coherent sentence, much less continue on for days, to weeks, of high-intensity event life.

Aventri’s onsite solutions team knows this feeling far too well. With many of them spending up to 200 days out of the year on the road and pulling 12 to 20-hour days. Over the years, they’ve come up with several tips and tricks for making it through the event awake, alert and ready to work. Lucky for you, they’re sharing some of them here.

Event Project Manager: Nicole Peterson

Estimated Days on the Road in 2018: 131
Longest Show Day: 20 hours

Top Planner Tip: Infinite coffee, rap music to start the day, and knowing the minimum number of hours you need to sleep each night in order to function the next day.

Event Project Manager: Meghan O’Brien

Estimated Days on the Road in 2018: I’ve truly lost count.
Longest Show Day: 20 hours

Top Planner Tip: Laugh. You’ve worked so hard to get to that point, you may as well enjoy it while you’re there!

Event Project Manager: Ivy Shafer

Estimated Days on the Road in 2018: 98
Longest Show Day: 20 hours

Top Planner Tip: Listen to Beyoncé while getting ready each day! (Yes, I do this at every event).

Event Project Manager: Anonymous

Estimated Days on the Road in 2018: Too many!
Longest Show Day: 22 hours

Top Planner Tip: Blister plasters, comfortable shoes, rehydration sachets and Berocca® tablets are a must at any event. It also helps knowing your team has your back and will step in and help when needed. Remind yourself that the event will be over soon!

Coffee3Event Project Manager: Victoria Sidwell

Estimated Days on the Road in 2018: 53
Longest Show Day: 20 hours

Top Planner Tip: 1.Coffee!!!! 2. Meditation - A decluttered mind equals a clear thinker, something imperative when under stress. 3.Onsite documentation and pre-event internal briefing for staff is key to success – in particular, build schedules and onsite operational processes/business rules so that you know the drill come show time.

Onsite Support Specialist: Trevor Petersen

Estimated Days on the Road in 2018: 115 since April 2018
Longest Show Day in 2018: 16 hours

Top Planner Tip: Remember you have a team, and you all have the same goals at the event. Everyone gets tired and overworked, but lashing out just makes it worse! Stay positive and kind.

Director of Event Project Management America: Natasha Telaroli

Estimated Days on the Road in 2018: 90
Longest Show Day: 18 hours

Top Planner Tip: Lots of coffee and a positive attitude.

Name: Kat Harrison

Estimated Days on the Road in 2018: 72
Longest Show Day: 18 hours

Top Planner Tip: Aside from the greatest gift ever - coffee, make sure to get a comfortable business shoe that you can wear all day long, and break them in before the show. Having a good pair of shoes will save you from extraordinary pain and fatigue onsite. Heels and wingtips are great – but not always the best for 20K+ steps in a day.

Name: Joseph Dyer

Estimated Days on the Road in 2018: 155 days since April 2nd, 2018
Longest Show Day: 18 hours

Top Planner Tip: I like to do push up and sit ups in my room if I can’t get to the gym. Even a short workout helps relieve the stress of the day. I also like to stretch in the morning. This keeps me fresh for the day. Being onsite and working the hours we do, you start to tense up and your body starts to feel a bit weak. Stretching in the morning definitely prevents my body from tightening up too bad. Drinking at least 3-4 bottles of water throughout the day is also crucial.

Name: Rachael Gilmore

Days on the road in 2018: 83 since June 2018
Longest Show Day: 17 hours

Top Planner Tip: Skip breakfast, you’ll be so hungry that it’ll be a lot easier to stay awake until lunch.

So there you have it, some tried and true tips for making it through your event awake, attentive and happy. As a recap, it’s safe to say that you can’t go wrong with coffee, comfortable shoes and a lot of positivity. Hopefully, by following these tips, you’ll be able to reap the rewards of all of your hard work by fully experiencing the incredible event that you made possible. Happy Eventing!

The Top 100 Meeting and Event Venues in the United States

This Post was Written by Christina Scotch

Christina is a marketing specialist at Aventri.

Subscribe to Our Blog

Subhead Here

Created with Sketch.