Time to Let It Go? How to Ditch Outdated Planning Habits Without the Stress

Let’s be honest—event pros are some of the most adaptable people out there. But even the best of us can get stuck in routines that no longer serve us (or our stakeholders). Whether it’s a clunky check-in process, content management processes, or vendor relationships that have gone a little stale, it’s easy to stick with what’s familiar… even if it’s not working anymore, or worse, causing you more work!

So, how do you know when it’s time to let go—and how do you make change less painful when it is?

Signs You Might Be Stuck in the Past

Here are a few red flags to watch for:

• It feels more complicated than it should. If something takes way too much time or requires a lot of mental effort, there’s probably a better way.

• Attendees aren’t engaging like they used to. If you're seeing lower survey scores, less participation, or just a general “meh” vibe, it could be time to rethink the format.

• You’re doing things “just because.” If the best reason for a process is “we’ve always done it this way,” that’s a sign it’s worth reevaluating.

• Your tech or vendors aren’t keeping up. The industry’s moving fast—if your partners aren’t evolving with it, you might be the one left behind.

• You are doing everything by hand. All of your processes are manual. They require repeated effort.

Change Is Hard… But Doesn’t Have to.

You don’t have to burn everything. Some changes can be incremental, and it doesn’t have to be all or nothing. Try easing into it.

• Start with one thing. Select a low-risk area to experiment with, such as updating your registration flow or expo layout. Small steps can build momentum.

• Bring in outside perspectives. Sometimes we’re just too close to our work. Consult with a peer in the industry, bring in a consultant for a fresh perspective, or ask your vendors what they’ve seen elsewhere. You don’t have to do this alone.

• Get your team involved. Chances are, they may have a list of ideas they want to share.  

• Survey, survey, survey. See what your attendees and stakeholders want to see at the meeting.

• Test, tweak, repeat. You don’t need a perfect plan to get started. Try something new, gather feedback, and adjust. Progress is meaningful.

• Remember your why. Just because you can change something doesn’t mean you must. You need to determine why something needs to change and work on improving it.  This is about creating smoother, more engaging, more impactful experiences for your attendees and your team.

Letting Go Is a Good Thing

Letting go of old ways of doing things doesn’t mean what you did before was wrong—it just means you're growing. And your events will be better for it. Don’t be afraid of asking what the next best thing is.