CHICAGO — Whether it’s making sure that an event is ready to launch, releasing targeted advertising campaigns or fulfilling sales goals, most event professionals know the pressure of an approaching deadline.
Trade Show Executive (TSE) connected with Sandy Chapin, CEM, Director of Exhibitions & Events at SEMI Americas, RD Whitney, Chief Community Officer at the Chief Executive Group and Chief Operating Officer at the CFO Leadership Council, and Dana Teague, General Manager at the High Performance Expo, to get time management tips and tricks.
1. Prioritize Your Responsibilities
“As event professionals, we often have a natural tendency to take on more tasks, wanting to enhance every aspect of an event,” Chapin said. “However, with limited hours in the day — and the need to stay on budget and on schedule — it’s crucial to evaluate new requests. I ask myself, ‘How will this task improve the event? Will it have a meaningful impact on our budget or timeline?’ Setting clear priorities and being willing to say no when necessary is key.”
Whitney agreed: “In the events industry, there will always be more to do than could ever get done. Early on in my career, I learned from my mentor to constantly prioritize. Almost on a daily basis, I will review my list and prioritize. This means some things will just not ever get attention — and that’s ok. If you have a great, trusting relationship with your manager, they will be pleased that the right things are getting done.”
“I am much more structured and regimented now than I was early in my career,” Teague shared. “Some of the more important lessons I have learned are the importance of scheduling, delegation and prioritization. The better I became at these skills, the more productive I became.”
2. Look at Strategically Important Tasks
Whitney believes that working on strategically beneficial, but not strictly necessary, tasks can help your career as well. For example, editing your LinkedIn profile might not seem like the most pressing task, but it could help you in the future.
“Strategically important tasks often are not urgent — and it’s easy to put them off. However, if you frequently review your priorities and make some reasonable time for strategically important tasks, you will advance your career faster,” Whitney said.
3. Find the Right Tools
“There are incredible applications for every aspect of event planning, including registration, marketing, project management, floor plan management, speaker portals and mobile apps,” Chapin explained. “These technologies help streamline operations and improve efficiency, and ensure nothing falls through the cracks.”
“I live and die by my Outlook calendar,” Teague said. “I’m also old school and write out my daily prioritized ‘to do’ list. I get great pleasure and a sense of accomplishment by marking tasks as completed.”
“I use a very high-tech device called a ‘sheet of paper’ as a ‘to do’ list. I update it or re-order it daily,” Whitney said.
4. Build a Daily Schedule
“Go in with a detailed daily schedule and set reminders in your calendar to keep you on track,” Teague said. “Have a system for taking notes throughout the day whether it be pen and paper or in a Notes app on your phone. These may be post-show follow-ups, reminders for the next day, recommendations for the next event, etc.
“If I need to work on a project such as budgets or a strategic plan, I block out time in my day so I can focus on it. Otherwise, the day gets booked up with meetings and calls and I don’t have time to truly focus on the work at hand. In addition, I schedule meetings and calls for 45 minutes vs. an hour and encourage others to do the same. These small pauses throughout the day are essential for your well-being. It may seem counter-productive for maximizing your time; however, it will actually help increase your productivity. Lastly, I try to minimize the number of meetings and calls on Fridays. Fridays are a good day to reflect on the work week, work on projects and prepare for the upcoming week.”
5. Work Ahead (When it’s Possible)
Chapin asserted that working ahead is a great way to stay on top of your responsibilities.
“One critical lesson I learned is to always work ahead because key deadlines — particularly those tied to the critical path — are non-negotiable,” Chapin said. “Flexibility is key, but having a long-term framework is essential for complex events.”
6. Pace Yourself (But Keep Things in Perspective)
“Pace yourself and try to rise above the detail and see the big picture,” Whitney explained. “There is a lot going on during a trade show. The event is the culmination of a year of hard work and effort. Remember that the key to a successful event is if buyers and sellers connect in a meaningful way. Focus on elements that increase this. Avoid distractions (experiential elements) that are more about someone else’s agenda rather than connecting buyers and sellers in a meaningful way.”
7. Avoid Burnout
Chapin, Whitney and Teague all believe in the power of work-life balance.
“Everyone’s approach is different, but for me, achieving work-life balance is crucial,” Chapin said. “I’ve found that working ahead whenever possible creates breathing room for the unexpected — whether that’s time off or an urgent reassignment. While we can’t predict life’s curveballs, staying ahead of deadlines can serve as a buffer. It’s also a great way to manage stress and create space to recharge when needed.”
“It’s such a trap to try and do everything,” Whitney added. “Sure, you can skip going to the gym or running, and rush your meals, and cut out your family time, but you are not helping yourself succeed. It’s critically important to find the right balance between work and life. It will make both more successful and enjoyable.”
“The most important thing you can do to avoid burnout is to practice self-care,” Teague said. “Get enough sleep, eat healthy, exercise and stick to a schedule. If you find yourself starting to feel stressed, take a time out. Sometimes a quick walk around the block, or a few minutes of cuddling with your pet, can clear your head and energize you for the rest of the day.”
Learn more about Sandy Chapin’s time management strategies here.
Find RD Whitney’s hacks here.
Discover Dana Teague’s tips here.
Looking for more hacks to get ahead? Subscribe to TSE’s Young Professionals Newsletter here.
