Feeling like you have to manage everything yourself to pull off a successful event? You’re not the only one.
88% of event planners say they feel exhausted. 78% have negative feelings about their job. And nearly half say they’re less efficient because of it.
Here’s the reality: trying to run the whole show solo wears you down and usually stalls the outcome, too.
The best events aren’t one-person productions. They’re built on clear goals, strong collaboration, and a process that actually works (without working you into the ground).
We sat down with our CEO, Brian Kellerman, who brings over 30 years of experience in the corporate event space, to dig into what makes event planning smoother, smarter, and (believe it or not) more enjoyable.
In this article, Kellerman breaks down how to know when it’s time to bring in support, how to find the right balance between structure and creativity, and the small mindset shifts that can make a big difference.
Quick summary.
Here’s what we’ll be covering in this article:
- Why planners should stop trying to do it all themselves
- How to strike the right balance between creativity and structure
- What most people miss when working with vendors and venues
- The power of post-event feedback (and how it shapes better events)
- How GoGather helps clients break through planning roadblocks
- Early signs that your event planning process is on the right track
Let’s dive in.
You don’t have to plan the entire event yourself; in fact, you shouldn’t.
One of the biggest mistakes Kellerman sees planners make? Trying to take on everything themselves.
“Often planners feel like, since they’ve been tasked with planning the event, they need to do it all themselves. But when they try to do that, they’re actually hindering themselves. They’re overloaded and can’t step back to see the big picture.”
Instead, successful planners focus on assembling the right team, not being the whole team.
They remain accountable for the outcome but delegate execution so they can stay focused on strategy, vision, and attendee experience. Here’s what that can look like in practice:
- Bring in dedicated support – Hiring an outside resource like our Event Associate Program can act as your in-house project manager without adding headcount, managing vendor coordination, timelines, and logistics.
- Systematize your planning process – Use planning playbooks, reusable templates, and vendor checklists so each event doesn’t feel like starting from scratch.
- Prioritize high-impact work – Offload time-consuming tasks so you can focus on the pieces that actually move the needle: content, strategy, sponsorships, and attendee experience.
Spend your time where it counts, with the right support behind you.
Related: Manage your events better with a lean yet efficient team.
Creativity isn’t only for decor and branding.
Creativity isn’t limited to signage and themes.
Some of the most impactful decisions require creative thinking in areas you wouldn’t expect, like agenda structure, budget allocation, or venue selection.
“We need to be creative in non-creative areas—not just in how the event looks, but in how it’s run,” says Kellerman. “Creativity helps fulfill your objectives in all parts of the planning.”
For example, choosing a non-traditional venue or adjusting your agenda flow could create more meaningful interactions, without blowing the budget. Make sure every creative choice supports your event’s overall objective.
Related: 23 creative and fun conference activity ideas for your next event.
Want better vendor collaboration? Share the “why.”
You hired your caterer for the food and your A/V team for the tech. But if that’s all you’re giving them, you’re missing out on huge opportunities for collaboration.
“That’s a huge mistake. You want to bring your partners along with your vision and goals,” explains Brian. “They want to contribute—yes, even the caterer! If they understand your ‘why,’ they’ll bring ideas you hadn’t even considered.”
Rather than siloing partners by task, bring them into the purpose of the event. It turns vendors into collaborators and leads to smarter, more creative outcomes.
Related: How to take your conference A/V production to the next level.
Don’t skip the post-event reflection.
What happens after the event is just as important as what happens onsite. Brian emphasized how critical post-event analysis is to improving future programs.
“We don’t achieve what we don’t measure,” says Kellerman. “Even with clients who’ve run the same event for 30 years, there are always opportunities for incremental improvement.”
Feedback from attendees and internal teams gives you the insight to evolve and stay aligned with shifting business goals, changing team dynamics, and fresh attendee expectations.
Related: Check out these 21 post-event survey questions to maximize your event success.
Feeling stuck in the planning process? Here’s what to do.
Many planning teams reach a point where things start to feel overwhelming. The ideas are murky, the tasks pile up, and decision fatigue creeps in.
Brian’s advice? Help them zoom out.
“It’s about helping teams structure their goals and giving them visibility,” explains Kellerman. “Once people understand their objectives clearly, we can bring in the right resources and show them what’s possible.”
Feeling overwhelmed often comes from a lack of clarity. A good partner can bring fresh perspective, structure, and momentum when you need it most.
Related: Tired of feeling stuck in the planning chaos? Check out the top 10 challenges event pros face and how to get ahead of them.
3 signs your planning process is on the right track.
Want to know if your planning process is setting you up for success? According to Kellerman, look for these three signs:
1. There’s clear visibility across the team.
If everyone knows the status of not just their tasks but the overall project, you’re in a good place. Silos and confusion are warning signs.
2. Stress levels are manageable.
“If you’re constantly putting out fires during planning, that energy will carry into the event. The planning process shouldn’t feel like a fire drill.”
A smoother planning process results in a smoother onsite experience.
3. You’re using the right tools (and the right people).
Project management platforms, collaboration tools, and outside expertise make it easier to stay organized and calm.
It all starts with the objective.
No matter the size or style of the event, Kellerman always comes back to the same first question:
👉 “What are we trying to accomplish? Not simply the logistics, what do we want people to walk away knowing, and feeling?”
A clear objective gives your team a North Star. It informs every decision, keeps creative ideas aligned, and turns your event from a checklist into a meaningful experience.
Planning your next big event?
If your team is stuck, overwhelmed, or wants to take things to the next level, GoGather is here to help. We bring in the right partners, build the right structure, and keep your objectives at the center, so you can create events that truly move the needle. Schedule a time to chat about your next event with our project planning team.
