Successfully Attend a Conference

Do you really want to go? Do your research.

Answer these questions:

  • Is the speaker talking about topics relevant to your work?
  • Are there connections you can make that will advance your work?
  • Are there attendees you want to speak to who are attending? Can you schedule time with them while you’re there?
  • Can you bring back the information to your community/chamber/association/etc? in a way that will inspire them to take action?
  • What application are they using to keep you updated about the conference? My favorite is Whova, but there are several out there. I like to read about the attendees and speakers, ask questions, answer questions, and upload pictures. (This is NOT a paid endorsement.)

Text messaging on Whova

Register early.

  • There are often early bird advantages, and tickets are usually less expensive.
  • It also helps the event planners to get a handle on how many people are coming.

Tell your team you’re going.

  • They might be able to help you research the speakers and attendees.
  • You want them to know about the conference so they can make suggestions for you to learn about. Your team may be your board, tell them to.
  • You can work together to figure out coverage while you are gone. The sooner you do this, the easier your return will be.

Make a schedule.

You can do this on most apps, or you can use your computer, phone or notebook.

Consider:

  • Which session and speaker.
  • Why do you want to go to that one (seriously, you forget)
  • Make time for networking.
  • Make time for relaxing!

Update your presence

  • Do you have old pictures on social media? Add new ones that look like you are now.
  • How’s your LinkedIn profile looking? Does it look like you built it in 2012 and haven’t touched it since? Do some work and make it current. Look at other profiles in your industry—not just those you like but those you disagree with, too.
  • Be yourself. Don’t pretend to be anything other than who you are.

 What to do while you are at the conference

How to answer, ‘what do you do?”

  • 10 seconds, 30 seconds, or sit down and talk – be prepared with an answer for each of those levels.
  • Practice it. A lot. When asked, this is your opportunity to shine.

SaveYour.Town 10 second answer:

Networking

  • Do you feel awkward during the breaks? While in a conference, look around at who is in the room. During break, you can approach them and say, ‘What did you think of that session?’
  • I try to get the contact information of the person I’m talking to. The easiest way is to say, ‘ Text me now, and I’ll have your number.’ I then save the number in my contacts with a name and a note about why I wanted to talk to this person. I also text them back with a brief reminder of what we discussed.
  • Too hard? Get their business card and write why you want to follow up on the back. Or put their info in your notebook.

Self Care

Take breaks and stay hydrated. If you are dehydrated or tired, people can tell. That is the impression you are leaving about yourself. Go back to the hotel and take a nap. Recharge!

Using the Knowledge You Just Learned

  • Handwrite notes. I know I know, handwrite? Yes – handwrite.
  • Your brain retains the information much better when you handwrite your notes.
  • It is also easier to carry a notebook than a computer.
  • Save your notes. Each night, I go back to the hotel and spend 30 minutes recapping my notes on my laptop while they are still fresh in my mind.
  • Post on social media those quotes or one-liners you liked.
  • Do this live, once or twice.
  • Share pictures.That means take pictures.
  • Use the hashtags to follow what folks are saying.

Next: The nuts and bolts of all travel. The mundane things. That still needs to be done.

Pack your checked bag.

Use your list. If you don’t have a list, make one. It will save you a lot of time! I use a 24-inch case, and I don’t fill it all up. Sometimes I bring things home with me. Books, gifts, etc. Or swag from the conference, I can share with my team.

  • Walking shoes make a difference. There are many styles out there that don’t look like gym shoes. But if you have to wear gym shoes, wear them. I wear one pair, and pack the other.
  • I take one outfit for each day; jeans can be worn more than once. Look at the conference website from the year before to see what the attire is. If you can’t find pictures, email the organizers.

Toiletries are where I get hung up. But I have a list I try to stick to:

  • Take care of your teeth
  • Makeup? I seldom take this. Lip gloss is about it. If you wear it, make sure bottles are under 3 ounces, keep in a zip lock baggie in your makeup bag.
  • Hair. I use the hotel’s shampoo/conditioner. I take my curling iron. I call to make sure they have blow dryers in the rooms. A brush and a comb. Hair spray.
  • Bar soap. I always bring my own.
  • Jewelry – I wear my necklace and rings. Don’t overpack here. You won’t wear it all.

Pack your carry-on.

Just because you’re told your bag is the right size for a carry-on doesn’t mean it is. I fly to rural places, and the planes are usually smaller. Plus, American makes you valet-check your rolling bag on their smaller planes, regardless of size. You might want to consider a backpack. Just don’t make it too large.

I pack my carry on the night before. And use my list.

  • My laptop and all attachments. My attachments bag stays packed, so much easier. Ensure you can easily remove the laptop if you must valet check your bag. I have mine in a big cloth bag.
  • Thumb drive. You never know when you might need it.
  • Phone chargers for the room and to use at the event.
  • Two charging cords. One for the car I rent. One for the room, if needed.
  • I take pictures using my iPhone. If you prefer a camera, my guess is you already know what you’ll be taking.
  • Business cards.
  • Medicine. I keep my medications in daily containers, so I don’t carry around bottles. I also have a list of my medications on my phone and printed out for my bag.
  • A book. And a notebook.
  • A change of underpants, a t-shirt, and lightweight wrinkle-free pants.
  • Snacks. I take protein bars; they are small and not messy.

Let’s talk flying.

If the conference starts on Wednesday, I fly on Monday, especially in the winter. Planes get delayed for all kinds of reasons: de-icer not working, crew are over hours and can’t fly, a bird flew into the engine, weather, and on and on.

Now I might take a chance if I can fly early Tuesday morning, and if I miss my connecting flight, there are more that leave later that day.

I live near a tiny airport and ALWAYS connect through Atlanta, Dallas Fort Worth, or Charlotte.

Give yourself at least two hours between flights. For some awkward reason, those connecting flights are always on the other side of the airport from where you landed. You’ll need two hours to get to your gate, go to the bathroom, and maybe grab a bite to eat (which is why I carry snacks.)

Double and triple-check the gate boards. Airlines think nothing of changing your gate. Check your apps too. You should have apps for the airlines you fly on your phone.

There are conferences coming up soon, and these notes should help you be ready!

 

A little self promotion …

Are you rural? Join me in Montana the end of June. IEDC Rural Retreat. Or check out my calendar to see where I’ll be!