If you’re getting ready for your first conference, chances are you’re a bit nervous. You shouldn’t be! Everyone has gone to a conference for the first time, and there are some easy things you can do to set yourself up for success.
First Things First: Take a Look at the Event Schedule
Not only do you have to know the event’s schedule in order to determine your travel plans, but it will also help you know how to prepare for conference. Any conference will likely have all of the following: educational sessions, networking opportunities, exhibits, networking opportunities, and meals and down time.
Educational sessions are probably what convinced you to register for the event. So, like a teacher grading papers, I recommend you take a look at all of the sessions, then pay more attention to the description of each one. If the conference you’re going to has multiple sessions at the same time, you might need to make some hard decisions about which sessions to attend. I usually try to cover all of the topics I’m interested in. For instance, at a recent conference I made sure to attend the only session on planning for neurodivergent attendees, even though there was an AI session I really wanted to see at the same time. Luckily, I was able to catch a similar AI session later.
Making Connections as a First-Time Attendee
Some conferences offer a special ribbon or a first-time attendee session. If that’s available, you should take advantage of it! Those are both great ways to meet other first-time attendees and find an event buddy to explore the event with.
My top tip for maximizing networking at any event is to find an event buddy. If you have someone with you as you make your way through the mixer or reception, not only do you always have someone to talk to (making you feel less awkward), but you can bounce off of each other when you find other people to talk to.
Your conference buddy is also great for moving through the exhibit hall with. Conferences can feature anywhere from a handful of exhibitors to hundreds. If you’re starting out in your career, you might think that the exhibitors aren’t relevant to you – maybe all the exhibitors at the conference are there selling business services, which you don’t have much input in. But it’s a professional conference, in a profession you intend to stay in, you might be choosing those services one day, and nothing beats seeing product demos in-person to understand what’s out there. Even if you don’t have business for them, exhibitors understand the value of relationships and are happy to talk about their products.
Don't Spread Yourself Too Thin
Finally comes meals and down time. In-person events are usually jam-packed with sessions and activities so that attendees can get the most out of their time and money. The downside of that is attending a conference can feel like a marathon: it’s not unheard of for conferences to have 12 hours of programming in a day, from 8 AM – 8 PM. Anyone would be tired after that long of a day, so be sure to find opportunities for breaks and chances to re-charge. Maybe that means skipping your 4th networking reception so you can get to bed early one night, or a quiet lunch at the hotel instead of in the exhibit hall. Just remember that if you’re tired, hungry or just plain exhausted, you’re probably not getting what you can out of the conference. And that doesn’t do anyone any good.
Final Thoughts
If you are gearing up for your first time at a conference just remember:
1) Take a look at the schedule
2) Plan out what exhibitors to visit and the must-attend education
3) Find an event buddy
4) Get your rest
5) Get excited!
Paul Bierman, CMP
Paul Bierman joined RGI in 2023 as Director of Education and Events, bringing expertise in registration management, board collaboration, and budget development. A Certified Meeting Professional (CMP) with a Bachelor of Arts in Anthropology & Sociology from Swarthmore College, Paul has five years of association experience and a strong background in higher education, Greek organizations, and NGOs. His track record includes reducing event costs without sacrificing program quality and helping organizations eliminate budget overages for the first time in a decade. Outside of work, Paul enjoys connecting with professionals across industries, has a passion for fencing from his college days, and never misses an episode of 90 Day Fiancé.