Balancing the Madness: Life as a Meeting Professional ✨ If you're part of the meeting planning industry, you know the thrive for work-life balance is real. I can tell you it gets easier, just maybe not immediately.

July 10, 2023

✨ As a meeting professional and an expert keynote curator with many years under my belt, I can tell you it gets easier, maybe not immediately. 

If you’re part of this crazy, fast-paced world, you know the struggle for work-life balance is real. We spend our days juggling the next meeting, event planning affairs, client demands, and endless to-do lists.

Finding a work-life balance can be challenging, even for seasoned meeting professionals.

We’re no strangers to managing emotions, handling surprises, and making split-second decisions to ensure everything runs smoothly during events. The chaos is always present, but fear not, my friends, because it does get better.

Here, I will share tips, stories, and a few laughs as we navigate the wild terrain of work-life balance in the thrilling realm of meeting professionals.

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First, I would like to recount a colleague’s story. Emily is a meeting planner with impeccable organizational skills. Her ability to handle any curveball thrown her way is a marvel. However, Emily’s next event would put her to the ultimate test.

It was the day of the highly anticipated Annual Conference, and everything seemed to be going according to plan. The stage was set, the speakers were prepped, and the attendees were buzzing with excitement. But as fate would have it, chaos lurked just around the corner.

As Emily made her final rounds to ensure everything was in order, she received a call that sent shivers down her spine. The keynote speaker had fallen ill and couldn’t make it. Panic washed over her like a tidal wave. The keynote address was a crucial part of the event; without it, the conference would lose its luster.

Emily was a determined spirit, and with a touch of madness, she sprang into action. She huddled her team together, brainstorming potential solutions. They considered everything from finding a local celebrity to becoming the replacement speaker. 

But just when they thought all hope was lost, inspiration struck. Emily remembered a quirky yet incredibly knowledgeable industry expert she had met at a previous event. With a leap of faith, she picked up the phone and dialed the expert’s number.

To her surprise, the expert answered and agreed to step in as the keynote speaker after briefly explaining the situation. Emily sighed in relief, feeling like she had won the lottery.

Little did she know that the rollercoaster ride had just begun. As the event unfolded, the universe conspired to test Emily’s sanity. The AV equipment malfunctioned during a crucial presentation, causing the screen to display an embarrassing cat video instead of the speaker’s slides. Attendees burst into laughter, thinking it was a planned comedic interlude. Emily, on the other hand, felt her heart sink to the pit of her stomach.

With her adrenaline pumping, Emily sprinted to the back of the room, frantically working with the AV team to fix the technical mishap. She knew she had to act quickly before the laughter turned into frustration. With sheer determination, a little magic, and a lot of duct tape, they restored order just in time for the speaker to continue their presentation. In that moment, she realized she had just missed the recital of Chloe, her daughter. Well, she was going to make it up, she said to herself.

But wait, there’s more! Just as Emily thought she could finally catch her breath, a fire alarm went off, engulfing the venue in flashing lights and blaring sirens. Yes, that happened! Safe to say at this point, you don’t want to be Emily. But the truth is, every meeting professional who is anything has a typical Emily story. The question is, how do we manage this craziness?

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Here are practical tips are tricks that have worked for me:

1. Embrace the Chaos

Let’s face it — Like Emily and many of us, the life of a meeting professional is anything but ordinary. We thrive in chaos, and it’s what keeps us going. But amidst the whirlwind of events, it’s essential to find moments of calm. Take a deep breath, find your center, and remind yourself that you’ve got this!

2. Set Boundaries

As meeting professionals, we’re notorious for working long hours and being available around the clock. But hey, even superheroes need rest! Set clear boundaries between work and personal life. Establish designated “off” times to unplug, recharge, and focus on yourself and your loved ones.

3. Delegate and Collaborate

Remember, you don’t have to be a lone ranger. Learn to delegate tasks and collaborate with your team. Building a solid support system not only lightens your workload but also fosters a sense of camaraderie and shared responsibility. Together, you can conquer any event or project

that comes your way.

4. Prioritize Self-Care

Amidst the chaos, it’s easy to neglect self-care. But taking care of yourself is essential for long-term success and happiness. Find activities that rejuvenate you, whether hitting the gym, practicing mindfulness, indulging in a hobby, or simply enjoying a bubble bath. Remember,

self-care isn’t selfish—it’s necessary for maintaining your sanity and well-being.

5. Learn to Say No (Nicely)

As meeting professionals, we often have a hard time saying no. We want to please our clients, colleagues, and everyone in between. But here’s a secret: it’s okay to say no sometimes. Learn to prioritize your workload and manage expectations. Communicate openly and honestly, offering alternative solutions when needed. Trust me. People appreciate honesty more than a half-hearted commitment.

6. Work Smarter, Not Harder

Efficiency is the name of the game. Look for ways to streamline your processes and leverage technology to your advantage. Explore project management tools, communication platforms, and automation options that can save you time and energy. Remember, working smart allows

you to accomplish more while maintaining your sanity.

7. Celebrate the Wins (Big and Small)

In the world of meeting professionals, victories come in all shapes and sizes. Celebrate them all! Whether it’s a successful event, positive feedback from a client, or simply surviving a crazy week, take the time to acknowledge and celebrate your achievements. Reward yourself and your team for a job well done. You deserve it!

8. Find Support and Connection

Building connections within the industry is invaluable. Seek professional organizations, networking groups, or online communities to connect with fellow meeting professionals. Sharing experiences, tips, and challenges with like-minded individuals can provide valuable support, insights, and a sense of belonging. You can read more about how meeting planners handle stress.

9. Unplug and Recharge

As meeting professionals, we’re constantly connected, glued to our screens, and drowning in notifications. But it’s crucial to unplug and disconnect regularly. Take breaks from technology, go for walks, spend time in nature, or engage in activities that allow your mind to rest and recharge. Your mental health will thank you.

10. Laugh, Smile, and Enjoy the Ride

Last but not least, remember to have fun! Laugh at the inevitable mishaps, celebrate the memorable moments, and appreciate the incredible journey of being a meeting professional. Embrace the challenges, learn from the experiences, and keep that smile on your face. After all, life is too short to be taken too seriously.

Takeaway

So, my fellow meeting professionals, let’s strive for that elusive work-life balance. Embrace the madness, find your calm, and create a life that brings you joy and fulfillment inside and outside the meeting world. You’ve got this! Cheers to a life well-balanced and filled with unforgettable events and adventures. Keep rocking those meetings, and don’t forget to care for yourself.

I’m leading a discussion on various topics related to the event and meeting industry. Join me for the latest insights and knowledge on how to curate impactful speakers for your events, leverage artificial intelligence, and meet your client’s needs!

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