Mental Prep: The Forgotten Step in Event Planning

The day before a big event, there is plenty of prepping going on. Most of the day (if not all of it), is dedicated to ensuring every element of your event is prepared and ready to go, which is expected. There is, in fact, plenty to be done and it's crunch time, to boot. With all of the stressing out that occurs in trying to be certain all is taken care of, it is no surprise that the act of preparing ourselves mentally for the big day ahead is often an afterthought. It is not until the moment the event takes place that we stop to take a breath and really think about how we are going to mentally pull it off.

While not as detrimental as overlooking a crucial component, omitting the step of mental preparation can have a negative effect on the entire event. It is important to approach an event with a calm, composed and eager mind for the sake of appearing organized and on top of your game. By executing these steps, you will enter into the event in a mental state that will better enable you to exude a professional, organized and prepared appearance.

Plan to Arrive Early

This may seem like an obvious one but the important thing to remember here is that you have no control over what unexpected happenings might occur the morning of your event. It is best to be prepared for anything by giving yourself extra time. Be sure you plan on leaving early to allow for any rush-hour problems you may face. This is especially important if you have commuted to the venue at different times in the day, but never the early morning rush hour. It is easy for the driving time to double in such situations.

The benefit of an early arrival means you will have time to scan the venue, make any last minute changes and look over your presentation one last time, while maintaining a relaxed mental state (aside from possible nerves, of course). You do not want to be rushing through the door just as your event is set to begin with your mind still on the traffic jam you just yelled your way through paired with the fact that you cannot recall whether or not your shut your coffee pot off. Avoid this stressed and hurried mentality overtaking your presence at the event by planning to arrive early.

Event Eve: Clear Your Schedule

Try to keep the night before your event clear of too many activities. You will want to put thought into your presentation and spend time running through the event mentally. This might be the best time to do so, as the distractions of the office/work day are long gone and the ability to hone in on how you want the day to go is prevalent. This would be an evening to definitely refrain from that weekly martini rendezvous with the girls or anything of the sort. By planning a quiet night in, you are promoting relaxation and rest. Turning in early isn't a bad idea either, as you will most likely have a difficult time actually falling asleep due to the racing thoughts and concerns of the upcoming event.

Enlist the Assistance of a Friend/Co-Worker

Use the night before your event to conduct a dry run of your event in front of a friend or co-worker (try to get a few, if you can), so that you can gain feedback on your performance and also re-work some elements that might not have played out how you first expected them to. Be sure to choose reliable audience members who will be able to give noteworthy advice on your presentation.

Note: don't think you can kill two birds with one stone here and recruit the martini rendezvous crowd as your audience; I speak from experience when I say that you will be sorry. The goal is to get a feel for any part of your event that may need tweaking and you don't want to tweak your presentation based on the advice you received from your good friend dirty martini. An added bonus: you will feel more confident the day of your event having conducted this dry run, as you have already presented the material to an audience.

Get to Know Your Attendees

This is pretty simple. Get to know your audience by reviewing registrant information, profiles, etc. Try to learn as much as you can about the companies, positions and names of all of your attendees. Of course, this information will vary based on the type of event you are participating in. For example, if you are planning an event in which top sales persons are gathering for a conference, you will want to review territory information, sales records, etc.

The amount of research done will also depend on the size of the audience, as you will not be able to learn everything about a group of 500+. The overall goal is to educate yourself on the attendees to the best of your ability, resulting in you feeling more confident in presenting to them and likewise, them feeling a connection with you.

Generate Quick Reference Notes

Having quick reference notes on hand will assist you in keeping your thoughts clear and concise in your speaking. Simply having them will give you peace of mind and, should you get fumbled up in your speaking, they will be there to reference; allowing you to keep your composure and get back on track.

I, personally, find it ironic that we put such effort in preparing the tangible aspects of events, all the while letting our minds race, affecting our composure on the day of the event. Even the most carefully planned event can fall short of the spectacular amount of effort that was put into it when mental preparation is simply overlooked. Having read this, hopefully, you too recognize the importance of mental preparation and will execute these steps while planning your next event.