IMEX Hacks: How to Crush Your Schedule Without Losing Your Sanity

written by: Debbie Garcia, CMP

It’s that time of year again. We’re just days away from the biggest meetings trade show in North America—IMEX! You know the drill: back-to-back appointments, educational sessions, networking events, and somehow, in all of this madness, you have to find time to, you know, breathe, eat, and maybe even sleep.

Let’s take a moment to look at those wild schedules. Who didn’t make the cut this year? How did you decide who’s worth squeezing into that one tiny free block of time between appointments? Because let’s be real, deciding who to meet with at a tradeshow is half the battle. Here’s how I’ve tackled it, and trust me, it’s not as easy as it sounds.

Start with a Master List—Then Prioritize Like a Pro

First things first: I list out everyone I want to meet with—no holds barred. I break it down into sections of the show floor. Think U.S. cities, international destinations, hotel brands—whatever’s most relevant to your goals. This gives me a bird’s-eye view of where I’m most interested. I aim for the top 10 in each category, and from there, the appointment hunt begins.

Now, I’ll be honest, despite my best efforts, the scheduling doesn’t always turn out as planned. Cue the inevitable reshuffling. But flexibility is key! Even if you have to flip your entire agenda (yes, I’ve been there), as long as you’re meeting the right people, you’re golden. That said, if something’s not working out, don't panic. It’s not just an IMEX thing—it's a tradeshow thing. Matchmaking at these events is like speed dating with thousands of people, so expect a few curveballs.

Don’t Skip Out on Education

I know, I know. The networking at IMEX is top-notch. But don’t let the excitement of meeting people distract you from the incredible educational sessions. These are the gems that can help you grow both personally and professionally. And while it may seem impossible to fit them in, make it a point to attend a few. I always ask myself, "What do I really want to learn this year? What areas of my business or personal development need a boost?" Prioritize those sessions, and don't overcommit to more than you can handle (because let’s be honest, the FOMO is real, but exhaustion is even more real).

Hosted Buyer? Strap In for the Ride

Being a hosted buyer at IMEX is amazing, but it comes with its own set of challenges. Between balancing the pre-set appointments, your own meetings, and trying to take in the tradeshow floor, it can feel like you’re on a never-ending treadmill. My advice? Get super comfortable with your schedule before you arrive. Know when your hosted appointments are, block time for the people you want to meet, and be realistic about how much ground you can actually cover. Oh, and don’t forget to breathe. You’re going to need it.

Sleep? What’s That?

As glamorous as tradeshows sound, let’s be honest—sleep is usually the first thing to go. But hey, that's part of the fun, right? (Right??) My best tip is to pace yourself. Know when you can grab a quick coffee (and a snack, please) and maybe schedule in a power nap if you can. You won’t be doing anyone any favors if you’re running on fumes by Day 2. Trust me, your future self will thank you.

Relationships: The Real Reason We’re All Here

While you’re running around, hopping from one appointment to the next, let’s not forget why we’re here. Relationships. That’s the core of what we do. Building real, authentic connections is what’s going to help us succeed long after the tradeshow floor closes. And, let’s be real, a lot of the work we do at tradeshows goes unnoticed by those outside the industry. Many of our clients may not realize how much time and energy goes into creating relationships and fact-finding for their benefit. So set those expectations before you go. “Out of office” truly means out of office. Let’s also normalize giving ourselves a buffer—schedule a couple of days post-show for R&R to avoid the dreaded burnout.

And About Those 4,000 Emails Waiting for You…

Yes, they’re coming. You’ll return from IMEX to a flood of emails and missed calls. And no matter how organized you are, there’s always a little bit of chaos. My advice? Give yourself some grace. You may not get to everything right away, and that’s okay. You may even miss a meeting or feel like you didn’t catch as much as you wanted to. But guess what? We’re all in the same boat. We all get it. And at the end of the day, everyone understands that you’ve been out there hustling.

So, What’s the Secret to Surviving IMEX?

Throw on your comfiest shoes, grab that schedule you’ve so meticulously planned (but be ready to flex it), and take a deep breath. Make sure you’ve prioritized the meetings that matter most, squeeze in a session or two to feed your brain, and don’t forget to network with purpose. And for the love of all things meetings and events, try to have some fun while you’re at it!

IMEX is a whirlwind, but it’s a good one. We’re all in this together, and I can’t wait to see many of you there. Who else is ready to conquer the show floor—and maybe grab a coffee between meetings?