4 Ways Business Professionals Can Better Prepare For Conferences

Conferences provide great potential for business professionals to light a fire under their careers. These opportunities offer troves of idea generators, thought provokers, network builders, and energy renewals. But if you just show up, you won’t get the full benefit of what your conference investment could yield.

Some employers are better than others at helping their talent with professional development. But at the end of the day, it’s up to you to reach your goals, whether your employer is supporting your efforts or not. Being an engaged conference-goer will help you control your own destiny.

Expectations here are important. If you prepare yourself for a stellar experience, you’ll probably have one. I like to get myself energized well before I check into the conference hotel. Here are four ways you can set yourself up for success at your next conference too.

1. Make Arrangements Early

Once you spot a conference that appeals to you, start making all the necessary arrangements to attend. Get in on the early-bird registration discount and mark yourself off the office calendar. I always want to make sure nothing so important is scheduled that I feel compelled to cancel my reservation later.

Make your travel arrangements right away, especially if you’re leaving the country. I remember, there was way more involved for my trip to Web Summit in Portugal compared to staying stateside. If it had been slated for a country with more requirements, like Turkey, I would have needed extra time to go online and process a Turkey eVisa. It’s important to go to links like this to learn about specific situations in countries because they can all be different and put someone in a bad spot.

Also, if you’re planning to do a little sightseeing before or after the conference, make those reservations as well. Doing everything early will give you plenty of time to focus on other prep.

2. Do Your Homework

I’m a big believer in conducting some conference due diligence before embarking on the journey. It’s how you can get the most out of attending one.

Read through the conference materials, speaker bios, tract information, and schedules. Depending on the conference, this can be a time-consuming task. For example, the Web Summit features hundreds of speakers, so I had to narrow my list to those thought leaders I most wanted to hear from.

If you find a tract or session on a topic you know little about but want to know more, learn enough about it so you don’t walk in completely uninitiated. That way, you won’t get left behind from the start.

3. Reach Out to Others

Conferences provide numerous opportunities to network, socially and professionally. Contacting others attending in advance won’t leave who you interact with to chance. Especially if it’s a large conference, you’ll want to make sure you meet up at some point.

Ask co-workers, clients, and even friends if they’re going. With the conference schedule in hand, set up times to meet or save a seat for someone at a conference meal. Don’t forget to check the list of exhibitors and highlight ones you want to talk to. You’ll make their day if you shoot an email saying you want to visit with them while you’re there.

If you’re a little reserved about networking, find a colleague who’s more outgoing to team up with you and coordinate your schedules. Your partner can break the ice, and you can enter the conversation when you’re ready.

4. Get Packed

You’re going to be busy while you’re attending a conference. Make sure you gather up everything you think you’ll need long before you leave. That will give you time to add and subtract as necessary leading up to the journey.

I like to pull together items like my working conference schedule, business cards, passport, and any other documents I might need. I make sure my reservations, airline tickets, and any useful apps are loaded on my phone and my out-of-office reply is scheduled. And don’t skip the note-taking equipment, whether that’s pen and paper or an E Ink tablet.

Check the conference materials to make sure you’re packing proper clothing, and don’t forget some casual gear for downtimes or workouts. You don’t want to have to stop by the dry cleaners on your way to the airport.

Prepare To Be Energized

Conferences aren’t vacations, even if they’re combined with one. But they are a way to recharge your batteries. Combine that with learning new things and getting innovative ideas flowing and they’re certainly opportunities you shouldn’t miss. Just don’t forget to have your ducks in a row long before you go.