It seems like I'm always juggling my time - trying to figure out when to do what. So far my 'system' involves two calendars - one for this year, one for the coming year. They are erasable so when one year is over, I wipe that one clean and begin the following year leap-frogging the two calendars.
The current calendar is next to my desk, the other hung on the door to my office.
On the calendars I enter all major events for which I need to be prepared - workshops, shows, conferences, etc. blocking out the days of the event. This way I don't double-book myself.
Once a workshop is tentatively booked, I mark it on the calendar until the cancel/go-ahead date. If it cancels, it's easily erased.
Then I make job lists. I've just fine tuned my approach to job lists (post on my blog yesterday).
Other suggestions greatly appreciated.