It’s that time of year again! Conference season! A time for mingling with other like-minded professionals and students, learning about what others are doing/working on, refreshing your knowledge on key topics in your field, motivating yourself to step outside the box, and more!
Conferences can be very powerful tools for connection and knowledge, if navigated correctly. I’m here to help you make the most out of this momentous time and set you up for success. How? I’m going to take you through some key things to do before, during, and after the conference.
BEFORE THE CONFERENCE
If you want to make the most out of the conference you’re attending, you are going to want to start preparing at least a couple weeks before the event. I’ve identified a few key tasks to take care of beforehand. Preparation is key.
By failing to prepare, you are preparing to fail.
– Benjamin Franklin
Arrange Housing & Transportation
Take care of housing and transportation logistics ahead of time. Often times, conferences have associated hotels that you have access to at a discounted rate during the event. Personally, I like to look into Airbnb, especially if I’m going with a group. Book flights, hotels, and arrange any other travel needs as early as possible, because openings fill up quickly. Also, research public transportation in the area, if need be.
Pack Appropriately
Clothing & Carry-On Essentials. Before you leave, take a look and see if there is a conference dress code. If not, the safest bet is to go with business casual attire that is comfortable and modest. I also like to incorporate layers with my business outfits. This includes sweaters (for chilly conference rooms), blazers, undershirts, and more. My favorite go-to conference outfit is pants, a nice tank top, and a blazer. With that outfit, I can easily transition from day to night by removing my blazer without having to go back to the hotel. When choosing an outfit, I also consider colors and the impression I want to make. This website has a great overview of color psychology, and this website shares some helpful suggestions about clothing selection and colors based on the impression you want to make.
Now, for packing logistics. If you’re flying on an airplane, pack an extra outfit (in case you need to change or something happens) and always make sure to have at least one business outfit in your carry-on luggage, along with your ID, cash/cards, and electronics – just in case your checked luggage gets lost. Also, bring an extra charger to have on you for long days – I bought a battery charging case in addition to a wireless charger. If you’re presenting a poster, never check it. Airline guidelines don’t always say online, but a majority of them should let you place it in the overhead compartment without considering it your carry-on item (often categorized as a personal item). Arrive early to get a good space in the overhead containers because other people from conference may need the same overhead space. Most importantly, whatever you need for a presentation or during the first day or two of conference, have it on you, not under the plane.
Snacks. One of the most important yet overlooked items to have pack in order to have on you at all times are snacks. If you don’t pack them from home, buy some when you get your destination at a grocery or convenience store. You’ll be facing long days, and you won’t always have time to grab a bite to eat in between sessions/events. Additionally, snack stands are often overpriced and have long lines. Nuts and protein bars are healthy options that I like to pack to help me bridge the gap between meal periods and stay within my budget.
**Those that have dietary restrictions, plan ahead and keep something substantial on you with protein. You cannot guarantee that whatever you have access to, whether it be a food cart or restaurants nearby, will have food that fits your needs. It may also help to do research ahead of time for restaurants nearby that are allergy-friendly.
Identify Priorities
If you take anything away from this post, let it be this. There is typically no way that you can see everything you want to see, no matter how good your intentions are. As I’ve said before, conferences are great, but they are full of long, exhausting days. It’s different than your normal routine and you are “on” for a lot longer than you typically are, which takes a toll.
To prepare for this, I recommend that you identify a list of events (approximately 5) that you absolutely have to attend to make the conference worthwhile. Then, identify another list (3-5) of those that you would like to get to if you’re feeling up for it. After that, identify some alternates that catch your eye, but aren’t as important.
Here are some ideas:
Have To
- New EBP session in my practice/specialty area
- Workshop that builds upon my clinical knowledge
- Poster session (covers many interesting topics in one 2-hour session)
- A fun, networking event
- Event keynote speakers (AOTA – Opening Ceremony, Eleanor Clarke Slagle Lecture, etc.)
Would Like To
- Interesting topics/sessions,
- Events if there is someone you’d like to meet there
- Vendor booths (Free stuff, new technology/products)
- (AOTA – any events that are recorded that I could watch later, but would like to see in person)
If Time/Feeling Up For it
- Other networking events
- Extra posters/sessions
- Sessions of interest but not utmost importance
I often get to all of my “have to” and most of my “would like to” events. Sometimes, I also go to other events in the moment, because that’s what the people I met up with are doing. That’s okay, too, just make sure to check in with yourself and your goals for conference. Please note: for smaller conferences this may be less complicated, as you may just have to identify choices per time selection allotted.
Draft a Schedule
After you come up with your priorities, draft a schedule based on your what you those. If your goals are getting important connections to get a job, then plan to go to an Expo Hall to speak to recruiters and practice leaders from small clinics. If you are looking to gain understanding of EBP in your field, prioritize those sessions. If you are a student, maybe you are just looking to explore different topics and see what interests you most. Work whatever you prioritize into your schedule.
Luckily, many organizations provide a virtual schedule of presentations and events ahead of time on their website. If you are planning to go to AOTA, they have everything available on a mobile application that you can download ahead of time, create a virtual schedule off of, and even set alarms. Many larger conferences use applications, so look this up ahead of time to use as a handy tool. Just make sure you don’t accidentally miss an important event by coming up with some sort of planning system ahead of time. Also, when you’re making a draft schedule, consider hours you plan to be at the conference and when you have to go to sleep by. Being as thorough as possible with your projected schedule will help you a lot during the actual conference.
Set Up Your Networking Tools
Make sure everything is up-to-date and you have the tools you need to connect with others. That includes Linked-In accounts, business cards (my favorite networking must-have, see my post here for more information), and conference profiles. The wonderful thing about conference apps (like those mentioned above) is the ability to customize your own profile. Often times you can update contact info (email, phone, websites, social media), pictures, location/institutions, practice areas, and even write a small blurb about yourself. For presenters, especially, it’s important to have this information up-to-date so people can contact you, even if they weren’t able to connect with you in person. Having everything set up ahead of time helps save you stress later.
DURING THE CONFERENCE
The time has come! You’ve arrived! The opening ceremony has begun and you are ready to go. What do you do now? There are a few key things that will help you navigate the conference.
Connect with Others
Though there are many different articles out there about the best way to network, here’s what I have to say about it. Take advantage of every opportunity around you. What does that mean? If you’re at lunch, get to know the people at a community table. You may find you have shared interests. If you’re in a session, talk to the people around you as well as the speaker. Sometimes, the greatest connections come from audience members that are interested in the same things as you.
Another thing that’s important (and often forgotten) is to respect your personality and know when you’re not at your best to connect with other people. If you’re introverted, especially, it’s important to pay attention to your socializing capacity. If you’re tired, cranky, or somehow not at your best, you may not make the best first impression. Check in with yourself constantly and know it’s okay if you don’t meet everyone.
Stay Organized
You’ll be given a lot of stuff at conference – free swag from vendor booths, educational handouts from speakers, contact information (business cards, etc) from people you network with – on top of everything you bring with you. Once you receive new things, keep them all in the same place. For networking, I like to use Moo business cards (25% off here) that come with a case that has a spot for other people’s business cards as well as my own. I also carry around a small zipper pouch in my purse (like a binder pencil pouch) and a top zip folder that can store all of the things I get from other people (like educational materials). Having it zipped in a plastic binder pouch ensures that it will be protected from crumpling and potential spills. As for free items, I keep them in a larger bag – typically the one I receive from AOTA when I arrive.
Also, take notes in sessions as a way to keep your thoughts and what you learn organized. Always write down the session number, title, and speakers names so you can look up more information later, if need be.
Maintain Balance
Though it’s important to achieve whatever goal you set you to achieve at conference whether that’s a certain number of CEUs or networking opportunities, it’s also important to take breaks as needed and/or respect your mental and physical needs. One time, I took half of a day away from conference to go hiking in Salt Lake City and it was an amazing experience. When I came back, I had a fun experience to share outside of conference events (a great conversation starter) and I felt refreshed, ready to tackle the last day of the conference.
If you choose to go out after conference hours, enjoy yourself, but do so responsibly. Even though it may be “off hours”, there are a lot of people attending the same conference you are and you never know who may be watching you. You want to maintain a semi-professional image. What I mean by that is it’s okay to let loose, but never do something you’d feel ashamed talking about in your company break room or say something you wouldn’t want others to hear. This also applies to plane rides, because many people will be on the same flights will be attending the conference like you are. You never know who could be watching/listening, so behave accordingly. (Not that you wouldn’t and you all aren’t great, it’s just a good precaution to keep in mind) 🙂
AFTER THE CONFERENCE
You made it! The conference is over and you’re at home with a wealth of new information and a bunch of new materials. Though your tasks are almost complete, you still have a couple more vital things to accomplish.
Reorganize
Go through all of the sessions you attended (and those you couldn’t attend but were interested in) and download all of the handouts that were updated after the sessions in the designated area. Organize all of the educational materials that you received at conference, and make note of other things you want to research further. It may also be helpful to try to make sense out of the shorthand phrases you used while the information is still fresh.
Follow Up
Send out an email to those who you connected with, thank them for your conversation, and mention something memorable from the time you spent with them. You can also reach out to them via Linked-In, social media, or any other contact information that was provided. Let them know that you valued their conversation and the ability to connect with them.
If you’re a presenter, take time to respond to any requests or emails you receive. These people are showing you that they are interested in what you said (because you rocked it!) and want to stay in touch. Honor that and thank them for their time in choosing to connect with you (because they had a lot of other choices).
If you don’t follow-up, then your networking efforts weren’t worth it. It’s not a true connection unless you stay in contact one way or another after the event.
Reflect, Share, and Incorporate
Last, but not least, reflect on what you learned and share some of your acquired knowledge with classmates/colleagues. Make sure you always cite speakers and presentations when you share what you learned – just as if you were citing a source in a research paper. They worked hard for you/the audience and deserve that credit.
Also, If you love your profession (like I do), you’ll probably be leaving the conference with a refreshed motivation and inspired energy to be the best you can be. Harness that energy by creating career goals and making a plan to incorporate what you learned and identify what other resources you need moving forward. You can also start implementing what you’ve learned in practice or in your other roles, such as a professor or entrepreneur.
Overall, take what you learned and apply it to your life! That’s what’s most important!
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That’s it! How to maximize your conference experience from start to finish! I hope you learned some things that helped you, whether it’s your first time or you’re a conference vet. I hope you all have fun at conference and learn a ton!! Conference season is definitely my most inspiring time, and I hope it’s yours, too. Please feel free to comment your thoughts below or message me, if needed.
If you have never been to conference and want more of an overview of what is available, you can check their conference website. If you’re going to AOTA this year, check out the OT 4 Lyfe Podcast on the Ins and Outs of the AOTA Conference. Also, check my Instagram page for my scheduled presentations and fun events that I plan to attend (and meet everyone at). See you there!!
~ Taelor
Credit for the photograph goes to the photographer at the AOTA Centennial Conference in Philadelphia, PA for capturing my first conference and featuring me and my colleagues on the AOTA Conferences & Events page.