Staying Calm Under Pressure: What I Do When Everything Feels Like It’s Falling Apart.

There’s a certain sound I’ve learned to recognise - that quiet panic that sets in a few weeks before event day when everyone realises how much is still on the list. Emails flying, run sheets doubling, AV questions no one’s answered. I’ve been there more times than I can count.

The truth is, even the most organised teams hit a wall in the lead-up to big events. The difference between chaos and calm isn’t luck, it’s habit.

If you’re responsible for corporate event management and things are feeling a little wobbly, here’s what I’ve learned (the hard way) about keeping your head when the countdown’s on.

1. I plan before I panic

When event planning under pressure, the to-do list gets loud and my instinct used to be to dive straight in. Now I pause. I write down what’s critical, what’s nice-to-have and what can wait.
Without clear priorities, everything looks urgent and that’s where chaos creeps in.

🪄 Pro tip: open your run sheet and highlight anything that touches the guest experience or safety first. Those get handled before the sponsor tablecloth ever will.

2. I communicate early, clearly and often

Nothing derails an event faster than silence or assumptions. Clear team communication is the backbone of event success, it keeps everyone playing the same game.
Suppliers get the brief, speakers get the cue and internal teams know who’s steering the ship.

Even a 10-minute daily check-in saves hours later. It’s not overkill, it’s clarity.

3. I expect curveballs (and make room for them)

Murphy’s Law and I are old friends. Someone will forget a dongle, a truck will get lost, or the minister’s car will arrive early.

These days, I build what I call “chaos buffers” - extra time, extra budget, extra support. Because in last-minute event coordination, surprises aren’t optional - they’re guaranteed.

That’s why my run sheets breathe because tight ones snap under pressure.

4. I protect my energy (and my team’s)

You can’t lead calmly if you’re running on fumes. I plan breaks into my own day just like I plan bump-in. Sometimes that’s a walk, sometimes it’s eating lunch that isn’t cold by 4 p.m.

If I’m calm, my team’s calm and the whole event runs smoother.

5. I know when to call in backup

Sometimes, the best move isn’t to power through, it’s to call for help. A fresh pair of experienced hands can turn the final sprint from chaos to control.

That’s not weakness. That’s experience.

If you’re staring down a high-pressure timeline and your team’s stretched, bringing in event management support for a few weeks can be the difference between surviving and delivering.

From chaos to coordination

I’ve seen incredible events pulled together under pressure, not because there were more people or more money, but because the right people stayed composed.

It’s contagious and it’s the secret to calm event execution. When the lead is steady, the team is steady and guests feel it.

So the next time your inbox is exploding and your countdown timer’s mocking you, stop. Take a breath. Open that run sheet, find what matters most, and start there.

That’s how you turn chaos into coordination - and walk out at the end of the night proud (and maybe a little exhausted).