Working as an events professional is fast-paced and involves a lot of task juggling. It’s exciting, rewarding and varied, and no two days are ever the same.  

I’ve been working in events marketing since university, and joined Technetix as their Marketing & Events Assistant a year-and-a-half ago. The nature of Technetix’ global footprint takes us all over the world as event exhibitors, so my job involves lots of international travel. Yes, it’s fun, but it’s also hard work.  

I’ve learned a lot in my career so far: some of it has surprised me, some things I’ve developed and perfected – and some things I wish I’d know sooner! For anyone new to events marketing, or thinking about a career in this area, I share my experience, some musts and must nots – and some epic fails! 

In the months leading up to an industry tradeshow… 

Start planning early. Juggling multiple shows with day-to-day and ad-hoc tasks creates potential to fall behind and off track. Events might be months away; but when it comes to logistics like hotel bookings, stand design deadlines, product transportation, or sorting promotional merchandize, it makes a huge difference to be ahead of yourself. 

Keep chasing – This one might feel pushy, and it did for me at first. But if waiting on input from other people is slowing down progress, chase. You connect all the moving parts and understand how each one impacts an event’s success. A friendly nudge is often all that’s needed. 

False deadlines. These were a game changer for me, and helps me avoid having to chase people! Everyone’s juggling priorities, and your request might not be top-of-list. Setting false deadlines allows a bit of wiggle room if things don’t happen as quickly as hoped. 

Communicate, communicate, communicate. My role is about bringing lots of cogs and creative elements together for a successful event. Regular meetings, and requesting and sharing updates from relevant teammates is crucial and reinforces deadlines.  

Lists, lists, and more lists. Microsoft To Do is my best friend. I have my day-to-day To Dos, and a number of other lists for each event. Ideas or additional action points that crop up during team check-ins can quickly get buried underneath other things: write them down as soon as you can.  

Be particular. I quickly learnt that ‘minor’ details have a habit of becoming major issues down the line! Booked the on-stand coffee machine to arrive the day before show opening? Great – but what time will it be dropped off? Will anyone be available to take the delivery?  

T Minus Zero! It’s showtime… 

Pack adapter plugs. Don’t fork out for an overpriced plug adapters at the airport. And be sure to pack the correct plug type! 

Take your laptop. Guaranteed, there’ll be cries for help from teammates who can’t access Salesforce, colleagues who deleted the confirmation email containing their exhibitor pass, or a document that needs printing off urgently. Tablets and smartphones are great, but laptops always cut through in these situations. 

Wear comfy shoes. Those new loafers may look great, but you’ll be on your feet all day and running around from start to finish. Footwear is a major consideration: No one looks smart hobbling around because they’ve got blisters. Speaking of which… 

Bring plasters. Pesky blisters, papercuts… You get the picture. 

Pack more promotional items than you think. Everybody loves a goodie bag. You’ll think you have more than you need – but I guarantee they’ll all be gone by the final day. Better to take some back with you than run out before that high-value prospect misses out. 

Snacks for the stand (it’s an important choice!). You’ll be snacking on these all day, so if you’re ordering them in the lead-up to the show, go for ones you’d reach for. 

If you’re looking to kick-start your career in events marketing, I hope this post gives you a glimpse into life behind the event scenes. I certainly wish I’d known more before setting out on my career (once again, false deadlines = game changer). May you navigate the chaos with confidence, and above all, enjoy the experience. 

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Author – Isabella Hathaway, Marketing and Events Assistant

Isabella specializes in all things events, and is a key support in the planning and running of Technetix exhibitor stands at industry events. When she’s not traveling the globe for shows, Issy assists with the company’s myriad marketing communications.