How to get ready for a industry conference


If people are in proximity, take the initiative to invite them to meet in person. The opportunity to meet people in person at major industry conferences is golden. Be prepared, have fun and make the very most of it to make an impression, enhance relationships and create new ones.

The steps you typically need to take for preparing for a conference are:
  1. Plan well in advance. …
  2. Form an organizational team. …
  3. Define what the conference is attempting to achieve. …
  4. Create a business plan based on the available budget. …
  5. Pick a date. …
  6. Choose an appropriate venue. …
  7. Book your speakers. …
  8. Create a conference schedule.


How to make the most of your industry conferences?

The opportunity to meet people in person at major industry conferences is golden. Be prepared, have fun and make the very most of it to make an impression, enhance relationships and create new ones.

Why is it important to be prepared for conferences?

The investment of time, travel and energy required to go to conferences, makes it more important to be prepared before you go so that you’re not scrambling at the last minute or worse yet – while you are there.

How can conferences attract out-of-town attendees?

Conferences that draw out-of-town attendees are particularly well-served by the convenience of hotel accommodations, group pricing, and the enhanced networking opportunities of having everyone in one place. 2. Give every attendee a leg up on networking Get your conference name badges ready: Networking is a top reason people attend conferences.

What do you do when you go to a conference?

When you go to a conference, have a plan in place to make sure you don’t grab what’s easiest—which is usually some kind of fast food. It hurts so good.


How do you prepare for an industry conference?

How to Prepare for an Industry ConferenceReview the agenda. This one’s a no-brainer. … Orient yourself. Familiarize yourself with the conference space so you don’t get lost. … Find out who’s going. The people you’ll attend sessions with are as important as the sessions themselves. … Set an out-of-office reply.

How do I get the most out of an industry conference?

How to Get the Most Out of a ConferenceWhat the Experts Say. Professional conferences are an unavoidable fact of working life. … Change your mindset. … Pre-introduce yourself. … Be strategic with your time. … Network on your terms. … Listen more; talk less. … Manage your existing connections. … Make time for yourself.More items…•

What preparations do you make before attending a business conference?

How to Prepare for a Business ConferenceReview the conference materials in advance. When you receive the agenda for the conference, take some time to go over it thoroughly. … Determine who will be in attendance. … Set an out-of-office reply. … Dress appropriately. … Make sure you have all the supplies you need.

How do you do well in a conference?

Without further ado, let’s dive into our 30 best conference tips.Figure out what you want to get out of the event. … Figure out who you want to meet before the event. … Connect through pre-event social. … Sleep. … Manage your diet. … Go to the gym. … Stay at the conference hotel. … Set up an event outside the conference.More items…•

How do you stand out in a conference?

5 Ways to Make Your Conference Stand OutMake people your priority. Put your attendees first by showing them you care. … Divide and conquer. The larger your conference is, the more diverse your attendees will be. … Make it easy for attendees. … Take advantage of the distractions. … Supply useful event swag.

How should you act at a work conference?

How to “really” behave at a business conferenceAlways sit as close as possible to an exit. … Bring along fake business cards. … Seek the Japanese. … If you party, party with the Italians. … Actually listen and take notes. … Truly connect with one or two people. … Turn your head towards the speaker. … The most important tip of all.

What are 4 things that you need to consider before the conference starts?

What to do Before Attending a ConferenceMindset, Attitude, Energy. … Documents, Schedule, Sessions. … Meeting Specific People. … Cards, Handouts, Branding Statement. … Opening Questions, Conversation Starters, Chit Chat. … Random Time. … Social Media Strategy. … Content Marketing Plan.More items…•

What are the things you need to prepare before a meeting?

What to do before a meetingClarify purpose and aims. A clearly stated purpose or aim describes the key decisions that must be made or actions that must occur at the meeting. … Create an agenda. … Schedule the meeting. … Post and send out agenda. … Circulate supporting information. … Make room arrangements. … Arrange for recorder.

How do you prepare yourself for a meeting?

How to Prepare for a Meeting: Step by Step (With Examples)Set purpose and goals. … Create & share an agenda. … Send out meeting invites. … Collect questions and ideas from your team. … Distribute supporting materials. … Prepare your slides. … Create opportunities for interaction. … Prepare the opening.More items…•

How do you socialize at a conference?

How to Make Meaningful Connections at ConferencesMake use of conference networking tools. … Arrive early. … Tweet with authenticity. … Make others talk about themselves. … Practice the spirit of generosity in all interactions. … Sit separately from office colleagues or friends. … Handle after hours socializing with aplomb.More items…•

What do you bring to a conference?

Pack the following items for your next business conference or seminar to ensure you are prepared, comfortable and productive.Reusable water bottle. … Business cards. … Leisure clothes. … Charger/extended batteries. … Notebook and pen. … A watch. … Comfortable shoes. … Sweater.More items…

What to do if you give out a bunch of business cards?

If you gave out a bunch of business cards and collected some of your own, it will be good to reach out in some way with a personal note to the recipient. This could be trying to contact them on social media or via email.

What happens when you travel to a conference?

Anytime you travel for a conference there will be opportunities to socialise with fellow conference attendees. Some will be official functions of the meeting, like a welcome dinner or networking events. Others will be more random, and driven by the social connections you have and the networking you are doing at the meeting itself.

How long should I take medication on a trip?

If you regularly take any medication you will need to take it with you on your trip. I prefer to take a supply for at least one week longer than the scheduled trip just in case of any unexpected delays in travel.

What to do if you are delivering an oral presentation?

If you happen to be delivering an oral presentation or poster at the conference, you must make sure that you take whatever you need with you to the meeting. Imagine your horror upon boarding your plane and remembering you left the poster by your front door!

How long is an ESTA valid?

Your ESTA is valid for two years after approval unless your passport expires in that period (whichever is shorter). 1. For European travel, many EU countries participate in the Schengen Area and you might need a Schengen Visa (depending on your country of origin).

What to do after registering for a conference?

After registering for the conference you need to consider whether you can fit in some time for relaxation and/or sightseeing before or after the meeting. Your workplace might have guidelines on what is acceptable in this regard and it would be good for you to consider these before committing.

Why do we need social media for conferences?

The first is that many conferences enable audience participation by using Twitter or Facebook. The conference might even have groups set up for participants to discuss the meeting and make new contacts.

1. Plan well in advance

Preparing for a conference is usually a highly complex task that requires early planning. You should start preparation at least six to eight months in advance, so you can make sure that everything is in place in due time.

2. Form an organizational team

It usually takes a large team to properly prepare for a conference, so you need to form groups of people with specific tasks. The roles you are most likely to need in your conference committees are:

3. Define what the conference is attempting to achieve

A conference needs an agenda and a clear set of goals it aims to accomplish. Some of the most widely-pursued goals by conferences are:

4. Create a business plan based on the available budget

After estimating how much money you have at your disposal, you need to plan how it is spent. The first things that need to be budgeted in are the conference’s venue, catering and fees for prominent speakers.

5. Pick a date

Choosing the right date for your conference depends on several factors. However, before considering the date you need to decide on how many days the conference lasts. As a general rule, a conference with less than 300 participants can be conducted in a single day, while those with around 300 participants or more typically need two or more days.

6. Choose an appropriate venue

After the date is set, you can find and book the right venue for the event. The main factors that need to be considered when picking the venue are:

7. Book your speakers

Most conferences center on speakers that are regarded as top figures in their professions. They are usually the ones who make it attractive for others to attend the conference, so they need to be booked well in advance.

What is one great connection?

One great connection can lead to new job opportunities, partnerships, and content creation. One new idea, if it’s the right one, can change the way you approach all of your work. One great connection can lead to new job opportunities, partnerships, and content creation. Conferences and networking matter. Tweet this!

What to do instead of going to a conference?

Instead of just going to a conference in your industry, set up a small event outside of the conference. Tweet this!

What is the point of a conference?

The point of a conference isn’t just to meet people—it’s to network with people. If you go to a conference with a networking goal in mind, you need to make sure that you stay in touch with people after the conference. Your level of follow up depends on the kind of relationship you want to have with someone.

What is the easiest time to connect with new people?

Lunch might be the easiest time to connect with new people.

What happens if you forget someone’s name?

When you forget someone’s name, most people assume that there’s a problem with the recall stage. But most of the time, the problem is actually one of encoding. If you aren’t fully paying attention when someone’s name gets said, you never transfer the memory to storage and won’t be able to recall it.

What to do when you need content for social media?

If you need content for social media, take a picture with the people you meet!

What are the benefits of attending a conference?

Benefits of attending conferences. There are a lot of potential benefits of attending conferences that go beyond the simple “network and learn from speakers.”. Of course those are important, but there are other benefits that people don’t always consider. For example: Social media content from the conference.

What is the first step in conference planning?

The first step in conference planning is choosing a theme. You want to determine the topics for discussion. You also want to come up with an overall theme for the event.

What is a good conference?

A good conference offers attendees networking and learning experiences. In fact, 82% of attendees join for networking, and 71% attend to learn something new. These facts are important to keep in mind when it comes to planning your conference.

Why do you want to show up to an event site early?

You want to show up to the event site early so you can plan your space. Check it out before the event so you know how you want to set up.


Planning to Attend A Conference

There are myriad things to consider when getting ready to attend a conference, and sometimes your daily whirlwind will keep you too busy for conference planning. You needa tried and trusted plan for preparing for your conference that you can rely on to think of things for you so that you won’t forget a thing. Let’s walk through al…

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Preparing to Travel

  • When the time gets close for you to travel to the conference, a different phase of getting ready kicks in. This is the time where you need to pack all of the documents, electronics and other travel requirements to enable you to enjoy the conference as much as possible. And, this is the time when you reallyneed that list.

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Attending The Conference

  • I hear you – thank goodness we finally got to the bit where we are attending the conference! All this getting ready stuff is fine and helpful and all that, but what about the big show?

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After The Conference

  • Once the conference is over you might need to travel home and get back to work, but there are many other things you should consider doing to optimise your yield from attending. As with any process of learning, it is very helpful to review your notes, research around the topic, look up key references from academic presentations and so on. Any time y…

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