A day in the life of...
"We follow a blame‑free, problem‑solving approach"
Xiaohuan Shi (Steven), associate director at Macau Expo Group Limited
Describe your perfect day
My perfect workday begins around 10:00 am when I arrive at the office and brew a strong latte. I log into our conference management system to review the latest registration and payment figures, then open both my corporate and event‑specific inboxes to address participant needs - ranging from visa inquiries and refund requests to customized invitation letters.
Over lunch and again in the afternoon, I hold brief team check‑ins to troubleshoot and resolve any issues.
The most thrilling moments are seeing attendee numbers climb steadily or successfully kicking off a planning meeting with a new client. Before wrapping up, I tick off completed tasks from my to‑do list and note any complex challenges to ponder on my way home, so I can hit the ground running the next morning.
How do you claw back your day when it gets off to a bad start?
When my day gets off to a bad start, such as discovering a critical file error that requires resubmission, I first assess the urgency with my team and rapidly implement a solution. We follow a blame‑free, problem‑solving approach.
Do you have any work rituals?
I start every day by brewing a strong cup of coffee, then catch up with colleagues over quick chats to get up to speed on project progress.
After lunch, I stand and do a few minutes of stretching to prepare for an afternoon of focused work.
What’s your work Spotify playlist?
During regular office hours, I stay music‑free to remain fully accessible for team communication; however, when I’m working late alone, I switch on a high‑energy playlist - driven by powerful beats and dynamic melodies - to keep my focus sharp and motivation up.
"I’m not one for spending time alone."
How do you unwind?
After work, I unwind by cycling home - my commute doubles as both exercise and relaxation. On weekends and holidays, I devote quality time to my family, especially my adorable daughter, which serves as my personal recharge station. I also enjoy getting together with friends and socialising, as I’m not one for spending time alone.
How do you stay focused?
I stay focused through a few key strategies: I rely on a to‑do list to prioritise my daily tasks; I regularly tidy my desk and update or archive accumulated files according to meeting progress to maintain a clutter‑free workspace; and if I find myself unable to concentrate for a while, I take a short break - like stretching or grabbing a drink - to quickly reset and regain focus.
How many meetings do you have every day?
The number of meetings I have each day depends on the stage of the conferences we’re organising.
During peak times, it’s not unusual to have five or six meetings in a single day, and sometimes our team members travel between Macau, Zhuhai, and Hong Kong on the same day.
Our internal meetings are very lean. The more complex ones are with clients, where we need to persuade them with professional recommendations. Communication with suppliers is highly efficient - we’ve built a clear system that allows us to express needs precisely, saving valuable time. Client meetings are usually kept under an hour. To avoid fragmentation of working hours, I try to cluster meetings together and ensure that key points are recorded and acted on promptly afterwards.
Delegator or doer?
As a professional conference organiser, I strike a balance between delegation and hands‑on execution. We rotate roles so every team member both owns their own tasks and takes part in overall coordination, ensuring we can tackle emergencies by drawing on shared experience.
When urgent tasks arise, I prioritise handling them myself. However, I also delegate to colleagues when appropriate, providing clear guidance because real‑world practice is essential for growth. To guarantee high‑quality outcomes, I communicate task details explicitly and follow up regularly.
Having done the work yourself is the only way to lead others effectively - and even in a management role, I remain deeply engaged in the practical side of our projects.
What's your take on working from home?
I primarily work from the office, and honestly, I don’t find much appeal in working from home. Being alone at home feels uninspiring, and I miss the real‑time collaboration and shared momentum of the team. My efficiency tends to drop, and it often end up taking more time than necessary.
I prefer tackling challenges in the office, then fully enjoying my downtime when I’m off - I value a clear boundary between work and rest.
What song gets you motivated no matter what?
Without a doubt, it’s the music of Michael Jackson. He’s been my favourite artist since elementary school. His songs are full of rhythm, power, and emotion - no matter what mood I’m in, playing his music always lifts my spirits.
What’s your dream job?
My current job is already very close to my dream job. It offers flexible time and opportunities to travel around the world, attending and organising conferences that are meaningful and influential in their respective fields.
What I value most is the chance to grow through challenges and the sense of fulfilment that comes from practical, purpose-driven work. There's nothing quite like the feeling of successfully delivering an event or winning the bid for a future one.
What’s been your favourite/most memorable event to date?
The International Joint Conference on Artificial Intelligence (IJCAI) 2023 is the most memorable event our team has organised.
As one of the top international conferences in artificial intelligence, it was held in Macau shortly after Covid restrictions were lifted and attracted over 3,000 participants from around the world.
With a very tight timeline and the unique post-pandemic context, the event not only marked a new beginning but also symbolised the revival of large-scale international conferences.
As the PCO, we managed the project from end to end - handling registration, on-site logistics, and international collaboration. After months of intense work, seeing it all come together was an incredibly fulfilling and proud moment.
What event are you currently working on?
We are currently working on several international conferences, one of the key events being ICDE 2025, which will take place in Macau from May 19 to 23, 2025. This is our second time organising the prestigious conference - the first was in 2019. We’re proud to say that ICDE 2025 has already broken records as the largest and most highly attended edition in its 41-year history.
In addition, we’re preparing for several upcoming international events, such as JCCC 2025, IEEE BigData 2025, ADFIAP 2025, and APSEC 2025, all of which we successfully bid for with the strong support of the Commerce and Investment Promotion Institute (IPIM) in Macau.
What would be your dream event to work on?
My dream events to work on are top-tier conferences in computer science and other scientific fields. Macau, being a highly competitive and attractive city, is an ideal destination for these conferences.
I hope that through our dedicated efforts and successful experience in organising events, we can attract even more outstanding conferences to return to Macau in the future
With over a decade of professional experience in the events and media industry, Xiaohuan Shi (Steven) has honed his skills in brand promotion, marketing, and the planning and execution of conferences and exhibitions. Xiaohuan Shi's (Steven) experience includes organising a wide range of events such as business conferences, government promotional activities, and international academic conferences.
