CHICAGO — Trade Show Executive spoke with Sandy Chapin, CEM, Director of Exhibitions & Events at SEMI Americas, to get her time management strategies.
1. What lessons about time management did you learn early-on in your career?
Early in my career, I started in sales, which operated on a completely different timeline from operations. At the time, I didn’t fully understand the importance of aligning schedules across functions. When I transitioned into an operations role, I quickly realized the value of creating detailed timelines and setting realistic goals. One critical lesson I learned is to always work ahead because key deadlines — particularly those tied to the critical path — are non-negotiable.
2. What unique time management challenges do event professionals experience, and how do you avoid them?
As event professionals, we often have a natural tendency to take on more tasks, wanting to enhance every aspect of an event. 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.
3. What applications or technologies do you use to stay on top of things?
The tools I use depend on the function. There are incredible applications for every aspect of event planning, including registration, marketing, project management, floor plan management, speaker portals and mobile apps. These technologies help streamline operations and improve efficiency, and ensure nothing falls through the cracks.
4. What advice would you give a young professional about working during a trade show?
Wear comfortable shoes — you’ll thank yourself later! Stay hydrated, as long days and late nights are the norm. Prioritize your time wisely to troubleshoot effectively and most importantly, always remain calm under pressure. A level head is essential for navigating the unexpected.
5. What does your daily schedule look like?
Most of my days are filled with meetings. To ensure I stay on top of tasks, I intentionally block out time each day for follow-ups and action items. This helps me maintain focus and keep projects moving forward.
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6. How far in advance do you plan your schedule, day-to-day?
Planning varies depending on the activity. Some aspects are mapped out up to a year in advance, while others are more immediate. Flexibility is key, but having a long-term framework is essential for complex events.
7. Has your schedule-building process changed through the years?
It has! Over the years, my process has shifted to shorter planning cycles. I’ve adapted to balancing more immediate demands while still keeping an eye on long-term goals.
8. How do you avoid burnout? Do you make sure to include rest time in your schedule?
Everyone’s approach is different, but for me, achieving work-life balance is crucial. 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.
