Conferencing & Networking Tips
Conferences and Summits can be incredible learning and networking opportunities for school practitioners. They can also be quite overwhelming: register for a hotel room while they’re still available; don’t forget to book that flight; choose some sessions to attend from what seems like a never ending list; get on the guest list for evening receptions and activities before it’s too late; meet with potentially hundreds of colleagues and vendors. Oh, and you only have a few days to do it!
After years of attending and presenting at a variety of conferences and summits, our team recommends the following tips to maximize your experience:
Take care of logistics early.
Before you arrange for transportation to and from the event venue, make sure to access the event’s schedule in its entirety. While you are not expected to stay for the entirety of the experience, make sure you have made travel arrangements that allow for you to be present for sessions or activities that interest you. Most large conferences and summits kick-off or close-out with a major (usually high profile) speaker(s). First-timer sessions are typically offered before the official start of the conference. Large receptions or group activities are typically reserved for the final evenings. Some events even offer free or paid for learning sessions or tours in and around where it is being held. Register for those early as space is usually limited.
Download the event’s app. Most conferences and summits allow for participants to download an app that has the full schedule, session descriptions and presenters, vendors, and location information. These apps usually allow you to select activities that interest you and activate things like notifications to keep you organized and focused throughout your experience.
Bring your business card. You are going to want to connect with people you met at this event, and they are going to want to contact you. Consider making yourself a digital business card with Blinq.
Create a strategy and make specific plans before you leave.
List specific outcomes you hope to achieve by attending this experience. Conferences and summits can allow for participants to: develop new knowledge and skill and to connect with different participants inside or outside of your organization. And based on the outcomes you list, consider the following:
Select sessions that align with your vision. The sessions are typically curated to meet the needs and interests of diverse participants. You will read those session descriptions and realize that you want to attend way more than are possible. Start by creating a list (or selecting on the app) all of the sessions you would like to attend. Select those that align with your vision - maybe that’s to develop new knowledge and skill, maybe you need an update on information, or maybe it’s to connect with a particular presenter from a particular organization or institution. For sessions you cannot attend, consider asking a colleague to attend, take and share notes. You’ll do the same for them!
Reach out via email or text to colleagues letting them know you will be at this event. Set up casual breakfast and lunches with friends to catch-up or collaborate. Schedule in a meeting after sessions or during afternoon breaks to meet with particular participants, presenters or vendors for whom you are hoping to build or cultivate a relationship.
Create a list of vendors you want to visit. Those exhibit halls are huge and they pack in hundreds of vendors. It can get overwhelming fast, but can be energizing if you have a plan. Maybe you have a specific initiative your organization is launching and you want to target all vendors that sell a product or service that can help you do that - see if they can give you an in-person demo. Maybe you just want to pick up free souvenirs and goodies to take back to your colleagues or students.
Take care of yourself and set boundaries.
Leave room and time for unstructured activities. Most conferences have official and unofficial programming starting as early as 6 a.m. (group fitness activities are so fun!!) all the way until midnight in most cases. If you know you will stay out late networking, nap in the afternoon during the break or replace one of the sessions with an opportunity to refocus and recharge. If joyful movement is part of your normal routine, continue to do that in the host city or hotel gym.
Buy and carry around food or snacks. Restaurants or vendors near large conferences often charge for their convenience. Lines and wait times can also be lengthy. Consider visiting a grocery or corner store to stock up on some food or snacks to keep you nourished throughout the day and night. Most conferences offer refillable water stations so don’t forget that reusable water bottle.
Experience joy through connection. We primarily choose conferences to gain some sort of new knowledge and skill, and we have the opportunity to be amongst people who likely do similar work to us. Prioritize attending sessions or events that focus on specific group affinity and/or regional or state affiliations.
Set aside time to process your experience when you return.
Add all new contacts to your contact list and send them a message. All those business cards that you collected, it's time to put those in your contacts. Send out a general email message. This will get you into their contact list, and be a way for you to highlight information or provide links to learn more about you or your organization.
Send your team information. It’s time to share those notes, resources or souvenirs you collected during your conference. This can be helpful for building the knowledge and skill of teammates who did not attend, and it’s a great way to show your organization or leadership appreciation for the opportunity to attend.
Be sure to follow us on our socials as we post who from our team is attending which conferences. Reach out if we’re going to the same one!
