Self-Care for Event Managers: Surviving Long Days at Conferences

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As an event manager, conference days are a whirlwind of logistics, troubleshooting, and managing the experience for attendees. While ensuring everything goes smoothly for others, it's easy to overlook taking care of yourself. Long hours, constant activity, and high expectations can quickly lead to burnout if you're not mindful. Self-care isn’t just a luxury—it’s essential to ensure you remain sharp, focused, and healthy throughout the event.

I’ve been in the event management industry for years, and as much as I enjoy the energy and excitement, I’ve also begun to notice the toll it takes on my body. As I get older, I’m more conscious than ever of the need to prioritize my own health. After completing back-to-back client events, I felt more worn out than I remember feeling just a few years ago. The experience was a wake-up call: if I don’t take care of myself, I can’t best take care of the event.

Here are some practical strategies that I plan to make a priority to help me take care of myself while onsite at events, and I hope they’ll work for you too:

1. Prioritize Sleep Whenever You Can

Conferences often mean early mornings and late nights, but sleep deprivation can hurt your energy, mood, and performance. I’ve learned the hard way that skipping sleep isn’t a great option anymore. Prioritize rest by carving out time, even if it’s just a quick power nap between afternoon sessions and evening activities or a full night’s sleep if possible. Set a limit for socializing after hours and create a wind-down routine in your hotel room, like dimming the lights and avoiding screens to help you fall asleep faster. I’ve even started traveling with a small portable sound machine to provide white noise to help me sleep when away from home.

2. Hydrate Regularly

In the hustle of event days, it’s easy to forget to drink water. Dehydration leads to fatigue, headaches, and poor concentration. Make hydration a priority by carrying a refillable water bottle with you. Place it where you'll see it. I’ve started setting reminders on my phone just to make sure I’m drinking enough. 

During many events, you might be surrounded by coffee, soda, and sugary drinks. These can be tempting, but I’ve realized they drain my energy. Water, herbal tea, or electrolyte-infused drinks are better choices to keep your energy stable. I always travel with packets of Liquid I.V. to help replenish electrolytes. 

3. Fuel Your Body with Nutritious Snacks

It’s common for event managers to either skip meals or grab unhealthy, quick bites on the go. However, fueling your body with balanced meals and snacks will keep your energy levels steady and help you avoid the post-lunch slump. Aim for snacks that combine protein, fiber, and healthy fats—think nuts, fruits, granola bars, or a small salad. I try to always pack snacks such as protein bars ahead of time to ensure I have healthy options. Typically for events that last several days, I will place a Shipt order when I arrive and include some fresh fruit, sparkling water, and protein shakes to keep stocked in my room to consume throughout the week.

4. Pace Yourself Physically

Conferences often mean long hours on your feet, moving from one area to another to put out fires. It’s easy to get caught up in the fast pace, but you need to pace yourself. Take seated breaks whenever possible, even if just for five minutes. Find a quiet corner or an empty room and sit down to give your legs and back a rest.

Also, be mindful of your posture throughout the day. It’s easy to slouch or hunch over when you're busy, but maintaining good posture can reduce the strain on your body. Gentle stretching during short breaks can also help relieve tension in your back and neck, keeping you comfortable and energized as the day progresses.

5. Manage Stress with Small Mental Breaks

Event managers are accustomed to high-pressure environments, but constant stress can quickly become overwhelming. Build in small mental breaks to reset throughout the day. Even a few moments of mindfulness or deep breathing exercises can help you center yourself. If you have downtime, find a quiet space to take a few slow, deep breaths and relax your shoulders. 

It’s especially taxing on our mental health when we spend long days inside with very little exposure to fresh air and natural sunlight. When possible, try to sneak out of the hotel or convention center each day for just a few minutes to decompress and get some fresh air; you’ll be surprised at how much this helps!  Consider using a mindfulness app to help stay calm and collected when things get hectic.

6. Stay Organized with Checklists and Time Blocks

Organizational stress is one of the biggest factors that can lead to burnout onsite. Keeping clear checklists and prioritizing tasks based on urgency will prevent you from feeling overwhelmed. List out your tasks by day and check them off as the day goes by. Not only will this ensure you don’t forget any important tasks, but I personally love the visual it creates as the list gets smaller each day. It becomes a reflection of the progress while acting as a ”countdown” to the finish line. Whether you use a written check list or a digital one, find the best system that works for you and stay consistent with it through the entire event.  

7. Pack an Onsite Care Kit

Having a go-to kit with essentials can save you from a lot of stress during long days. Your care kit might include items like band-aids for blisters, headache relief, portable chargers, gum, snacks, and extra pens or markers. Include anything that will keep you comfortable and help you stay prepared.

Given how much we’re exposed to germs when traveling and being around large crowds, it’s also a good idea to pack items that support your immune system. I always bring vitamins, especially vitamin C or multivitamins, and I’ve started carrying Emergen-C packets to help keep my immune system strong. Staying healthy during a multi-day event is crucial—you can’t afford to get sick midway through. 

I also pack personal comfort items—like a favorite lip balm or essential oils—to keep me grounded during the event’s busiest moments. Small comforts, along with immune-boosting supplements, can make a huge difference when you’re running on fumes.

8. Move When You Can

While conferences often demand long hours of standing or walking, some days are more sedentary. If you're spending lots of time at a check-in desk, backstage, or even standing in place overseeing a session, try to stretch or walk around during breaks. Even a quick lap around the venue or a stretch in a quiet corner can energize you.

Stretching has become a must for me. After long hours on my fee, my back and legs feel stiff. A quick stretch in the morning and before bed has helped keep me flexible and fit for the next day.

9. Dress Comfortably and in Layers

One of the most overlooked aspects of self-care during an event is what you wear. Event days can start off cool in the early morning, especially if you're in a large, air-conditioned venue, but as you run around handling various tasks, you can easily overheat. Dressing in layers is key—start with a comfortable base layer and add a jacket or sweater that you can remove as the day progresses. This allows you to adapt to the changing temperatures and stay comfortable whether you're setting up in a chilly room or rushing between sessions.

Comfortable footwear is also a must. As event managers, we spend hours on our feet, moving between venues, stages, and check-in areas. Supportive shoes are essential, but I’ve found that even with the best pair, changing shoes throughout the day can make a world of difference. Swapping between a couple of pairs can help change the pressure points on your feet and relieve soreness. I often bring a second pair of shoes in my bag, switching them out during lunch or when I have a break. I’ve heard some of my event management colleagues mention compression socks as another great addition for those of us on our feet all day. They help with circulation and can reduce swelling, making those long hours much more bearable.

10. Remember to Enjoy the Moment

And finally, remember to enjoy the moment. Conferences are about creating experiences for others, but they also offer rich experiences for you. Take a moment to enjoy the excitement of the event. Whether it’s networking with a new client, attending a particularly inspiring session, or watching the attendees engage with your event—appreciate those moments.

Self-care includes allowing yourself the chance to enjoy your work. After many years, I’m learning to savor the small wins and remember why I love this industry. It’s not just about running a flawless event—it’s about celebrating what we accomplish together.

By following these strategies, you’ll not only survive the long, demanding days of an onsite conference, but you’ll also stay energized, focused, and ready for any challenge that comes your way. I plan to make all of these strategies an integral part of each event I manage moving forward to ensure I can keep doing what I love for years to come. After all, you can’t take care of the event if you’re not taking care of yourself.