At Cornerstone Events, we are nearing the end of event silly season! With back-to-back conferences and incentive events, it’s easy for things to spiral out of control if you’re not prepared. Managing various events simultaneously requires focus, organisation, and a sense of humour to stay on top of things. But with the right strategies, it’s possible to handle the chaos, keep everything on track, and—dare we say it—stay sane in the process. Here’s how we stay calm during one of the busiest times of the year:

1. Master the Art of Prioritisation

Let’s face it, not all tasks are created equal, with so many moving parts knowing which tasks to tackle first is key. Some are absolute musts— like locking in the perfect venue, securing your keynote speaker, or getting the AV team on board. Others, like selecting the right font for your event program, can probably wait. Start by identifying the most time-sensitive or critical tasks, learn to prioritise ruthlessly, and don’t be afraid to reshuffle as new tasks come in. Spoiler alert: they always do.  

2. Technology is Your Best Friend

When things get hectic, let technology do some of the heavy lifting. Using the right tools can make event planning run much smoother. Event management tools, shared calendars, and good old-fashioned reminders on your phone can help keep you organised. These resources allow you to track tasks, manage timelines, and monitor progress across multiple events. And let’s be honest, nothing feels quite as satisfying as checking off a task from your list—digital or not! 

At Cornerstone Events, we rely on platforms like EventsAIR to streamline everything from registration to event logistics. This powerful tool helps us track tasks, manage attendee data, and handle all the details—all in one place. Having a platform like this allows us to stay on top of multiple events at once, so nothing falls through the cracks. 

Embrace AI, but remember to be cyber safe. Many tools, such as Gamma, HeyGen, and Lindy.ai can automate workflows, streamline tasks, and boost productivity. Just remember: security is key to keeping your data protected while reaping the benefits of AI.

3. Build a Strong Team and Delegate

You can’t do it all—and you don’t have to. One of the smartest ways to manage multiple events is by delegating responsibilities to your team. By assigning specific roles and clearly communicating expectations, you ensure that every detail is covered without burning yourself out. At Cornerstone Events, we are lucky to have such a reliable and dedicated team who are always willing to help each other. Whether it’s stepping in to handle a last-minute program change or offering a fresh perspective on a styling request, teamwork is the key to keeping things running smoothly. Delegating not only helps you stay sane but also allows your team to showcase their strengths! 

4. Break It Down and Stick to a Detailed Event Critical Path

Managing multiple events becomes more manageable by breaking tasks into smaller, actionable steps, keeping things from becoming overwhelming. However, the real key is following a comprehensive critical path. We like to use detailed timelines, budgets, and task lists to track every aspect of the event. From the initial planning stages of contracting and key deadlines to post-event follow-up, the critical path ensures everything is planned well in advance, with contingency plans and day-of protocols to handle any surprises. A well-structured critical path ensures no task is missed, no deadline overlooked, and every event runs smoothly from start to finish.

5. Stay Client-Focused: Communicate and Set Boundaries

In the midst of juggling multiple events, it’s easy to get caught up in logistics and lose sight of what truly matters—the client’s vision. We prioritise keeping the client at the heart of everything we do. Regular check-ins, open communication, and flexibility to accommodate last-minute requests ensure we’re aligned with their goals. However, setting boundaries is just as important. We communicate clearly about deadlines, approval processes, and realistic turnaround times, which helps manage client expectations upfront and prevents unnecessary stress down the road. By staying client-focused while establishing these boundaries, we can tailor each event to their unique needs, creating personalised experiences that exceed expectations, no matter how many events are on our plate.

6. Build Strong Vendor Relationships

A strong network of dependable vendors is essential when managing multiple events. We’re fortunate to partner with some pretty amazing suppliers, like Touchpoint Meeting Services, who we can always rely on. These relationships are invaluable when time is tight and everything needs to run smoothly. When your vendors know your style, expectations, and how you operate, they become an extension of your team—able to anticipate needs and deliver on time, every time. A trusted vendor is also more likely to go the extra mile in a pinch, helping resolve any unexpected challenges without missing a beat. Fabulous production partners like Connected Event Group and Sightline ensure that onsite content delivery is seamless—they’re truly some of the best in the business. 

7. Embrace Flexibility: Expect the Unexpected

No matter how well you plan, something will always go off script. When managing several events at once, flexibility is your greatest asset. Whether it’s inclement weather that decides to play games with your outdoor venue, or a last-minute vendor change, having a backup plan is essential. Our team prepares for the unexpected by having contingency plans in place, allowing us to adjust our approach quickly without compromising the event’s quality. Flexibility empowers us to handle last-minute changes and ensures that each event runs smoothly, no matter what surprises come our way. 

8. Take Time to Recharge

We know that during our busiest periods, it’s tempting to keep working around the clock, but burnout is a real risk when managing multiple events. Taking short breaks throughout the day allows you to recharge and come back with fresh energy and a clear mind. Whether it’s a quick walk or grabbing a coffee, these small moments of rest can actually increase productivity. Prioritising self-care helps maintain focus and creativity, ensuring that you’re delivering your best work—even when the schedule is packed. 

9. Keep Your Eyes on the Big Picture

When you’re in the trenches of event logistics, it’s easy to get bogged down in details. Take a step back now and then to remind yourself of the big picture: creating an unforgettable experience for your clients and their attendees. That’s why we love what we do—even when it feels like we’re balancing a thousand moving parts! Keeping this perspective helps maintain motivation and ensures that every task, no matter how small, contributes to the overall success of the event. 

10. Celebrate Your Wins—Big or Small

It’s easy to move from one event to the next without taking a moment to reflect. Whether it’s successfully pulling off a conference with hundreds of attendees or simply solving a last-minute AV issue, take the time to celebrate your wins. Acknowledging your successes keeps you motivated and reminds you why you love what you do. 

At Cornerstone Events, managing multiple events is a challenge we thrive on. With these strategies, we ensure every conference and incentive event is unforgettable—no matter how packed the schedule! Reach out to us today to begin your event planning journey!