As event planners, we spend our lives in motion, managing countless moving parts to ensure every detail is meticulously planned and executed. We’re problem solvers, multitaskers, and sometimes, even miracle workers. But in the rush to pull off flawless events, one thing often gets left behind: ourselves.
It’s easy to forget that in order to create exceptional experiences for others, we first need to take care of ourselves. Recently, I had the privilege of attending a retreat in San Miguel de Allende, Mexico, with a group of women entrepreneurs. This retreat, focused on business strategy, deep dive sessions and personal growth, reminded me just how vital it is for planners like us to step away from the chaos and reset.
The Power of Taking a Step Back
Planners often operate in a constant state of “go.” From the moment we wake up until the last task of the day is completed, we’re managing logistics, handling client expectations and anticipating the unforeseen. It’s exhausting. We can’t keep giving our best to others without first recharging ourselves.
When I agreed to attend the retreat, I was excited but hesitant. As a business owner, mom and entrepreneur, I rarely take time for myself, especially away from family and business. But spending five days with women I hardly knew in a foreign country turned out to be one of my best decisions. The experience wasn’t just a break—it was a reset that changed how I view both my personal life and business.
Trusting the Process: Effortless Event Management in Action
One of the greatest lessons I’ve learned as an event planner is that the best events come from trusting the process, having the right systems in place and empowering others to take ownership. This lesson became clear at the retreat, where every detail—logistics, activities, business sessions—was carefully planned by virsitour to ensure everything ran smoothly.
Effortless event management doesn’t mean no effort; it means setting clear systems and trusting your team to deliver. During the retreat, we had deep-dive strategy sessions that allowed us to collaborate and challenge each other’s ideas. The environment was one where trust wasn’t just a luxury—it was essential.
This reaffirmed my belief that we often get so caught up in small details that we forget the bigger picture. We try to micromanage every aspect, thinking we have to do it all. But when you trust your systems and team, events unfold naturally. Empower others, and you create the space to focus on big ideas and strategies that make your event truly stand out.
Vulnerability and Trust: The Foundation of Strong Teams
As planners, we often feel we must carry the weight of our events alone. We’re doers and problem solvers, and our deep sense of responsibility can make us reluctant to ask for help. However, I’ve learned that vulnerability—the willingness to let others see our imperfections—is the key to building strong teams. The retreat was a powerful reminder of how trust is foundational in both personal and professional relationships.
Read More: Work Smart: The Team Culture Factor
Before the retreat, I didn’t have a solid group of friends to lean on for support. But sharing personal struggles, business goals, and moments of doubt with the other women was a profound connection. I learned that being vulnerable and trusting others helps both personal and professional relationships flourish.
In event management, building a team that trusts one another makes everything run more smoothly. When your team feels trusted and empowered, they execute their roles with confidence. And that sense of trust extends to your relationship with clients, creating a collaborative, rather than stressful, atmosphere. This is when effortless event management happens—when everyone works together toward a shared goal.
Reflecting and Recharging for Clearer Vision
The retreat also gave me time to reflect on my business and my role within it. I often get so caught up in day-to-day operations that I lose sight of the bigger picture. Working in an industry that demands constant attention makes it easy to react to immediate tasks instead of thinking long-term.
Being surrounded by natural beauty in San Miguel de Allende and engaging in meaningful conversations allowed me to see things with fresh eyes. The retreat gave me space to reflect deeply on the direction of virsitour, how we work with clients, and how we continue innovating in the event planning space. Taking the time to step away allowed me to return with a clearer vision for where I want to take my business and how to create an environment where my team and clients thrive.
Prioritizing Time Away
As event planners, we give so much of ourselves to our work. But we can’t keep pouring from an empty cup. Whether it’s through a retreat, vacation, or simply a day of rest, it’s essential to make time for yourself. It’s not just a luxury—it’s a necessity for your mental, physical, and emotional well-being.
The lessons I learned during my retreat in San Miguel de Allende, about vulnerability, trust, and recharging, will continue to inform both my work and personal life. I encourage all event planners to take time away—to step back, reflect, and return to your work with fresh eyes and renewed energy. When we allow ourselves to pause, we create the space for our best work to emerge.
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Debbie Garcia, CMP, is the founder and CEO of virsitour, a trailblazing platform transforming how planners source locations and manage events with virtual site tours and seamless planning tools.
An award-winning event strategist and passionate entrepreneur, Garcia blends tech-savvy innovation with a planner’s precision to simplify the complex. She’s committed to making event professionals’ lives easier—while reminding them to take care of themselves in the process.
