Throughout our careers we attend conferences, industry meetings, retreats, strategic off-site meetings. These events are all called different names and the idea is the same – you need to be away from your home or office for some time. To ensure this is a productive activity we created a list of strategies you can use before, during and after your event.
Before the Conference
Phone Ahead
The concierge is the greatest source of information for any new city or hotel. When you contact the hotel ask several questions including:
- Is there a health club or gym?
- Is there an additional fee for use of this facility?
- Is there additional fees for internet access?
- Is there a hotel shuttle?
- Does the hotel provide airport pick up?
- Are there shops close by i.e. grocery store, coffee shop?
- Is there a pool or spa facility available?
These questions help you prepare to pack the required clothing.
Book your transportation
If the hotel provides a complimentary shuttle service this is a great money and time saver. You will need to book this in advance. You may also like to enquire about using a limousine service (that are often not much more expensive than a local taxi). Alternatively you can arrive at the airport and take your chances with a taxi or multi-stop shuttle service.
Choose your sessions
If you are see an agenda ahead of time, make note of the break out sessions you would like to attend. Determine what your businesses needs are and where you want to invest your time. This will avoid wasting time when you arrive.
Make appointments before you arrive
If you know of others who are traveling to the conference, schedule time to meet with them for drinks, meals or before the conference. Leverage all opportunities while you are at the event.
Arrange ‘Out of Office’ facilities
Determine how you will handle your communication while you are away. You may nominate your virtual assistant handle everything for you, you may leave an ‘out of office’ response on email and an extended out of office on your voicemail message. Make arrangements to educate those around you that you are not available during this time.
Change your voicemail
Leave a message on your office number and cell phone that you are not available during that time but give callers an option to be called after hours. Include the day and date you will be returning to your office. You may also leave an alternative name and number for them to call.
Pack stationery
Pack blank envelopes to store business cards you will receive, take a large supply of your own business cards and pack stamped stationery to write ‘thank you’ notes for the event.
Pack Walking Shoes
No matter how long or short the event is, you can always make time to leave your hotel or conference room to get some fresh air. You may also like to consider packing swim wear if there are pool facilities.
Don’t over pack
We have a tendency to pack more clothes than required. Ensure you have a combination of professional and casual clothing and footwear. Review the agenda to make note of any special or formal dress events during the conference.
Schedule 1 full day of follow up activities
Before you leave for conference, make an appointment in your schedule for a whole day to action any requests you may have received at conference, follow up business cards, write correspondence and investigate any products or services you were interested in.
During the Conference
Stay healthy
Drink plenty of water, make good food choices from the buffets and menus, avoid excessive sugar and alcohol, take vitamins, use the health club and get plenty of sleep. It is not unusual at these events to eat foods we don’t normally consume, get less sleep than we are used to and participate in activities that are not part of our usual routine. Keep an eye on your health to really maximize your energy while you are there.
Get out of the hotel
Make time to walk outside of the hotel, visit a local restaurant or café, check out the tourist activities – ensure you are able to experience an environment outside of your hotel.
Avoid checking phone messages
During the day avoid the distraction of checking your cell phone in the breaks. This not only removes you from the event but also can interrupt your thinking while you are there. Check them in the afternoon and return the calls (if necessary) at the end of each day.
Paper is heavy
Be aware of the amount of paper you are collecting and folders you accumulate while at conference. I recently paid excess baggage fees as my suitcase was 10 pounds overweight… and it was all paper! Carry a FedEx label with you and envelope so you can ship things back to your office.
Sit in the front row
Don’t be shy. Sit up front. You are more likely to concentrate and get less distracted if you are in the front of the room. Be fully present – in all conversations, during the sessions and during meal breaks, make sure you engage with your presenter, colleagues and new friends. Give them your full attention while you are with them.
Avoid checking your email during the day
If you can’t possibly imagine not checking your email each day, do it at night before the events activities re-commence. It can be distracting and unproductive.
Write on the back of business cards
When you meet someone who gives you their card, ask them if you can make notes on the back of their card. Write notes that will jog your memory for follow up after the event (especially if it is a large conference). Sometimes it can be hard to remember all the details when we have left the hotel.
Take your business cards everywhere
Whether you are in session, at a social gathering or at the local tourist attraction, while you are on conference always have your business cards with you – you never know whom you might meet.
Be memorable
When there are large groups of people gathered it could be hard to stand out in a crowd. Make sure conference attendees remember you as someone who was a great listener, fun to be with and fully present at all times.
Volunteer
One of the best ways to meet people at conference is to volunteer. You can be a greeter, help place handouts on the chairs, clean up or support a presenter. The organizers will appreciate your help and you will make great contacts this way.
Target those you want to meet
Don’t be shy. Introduce yourself to anyone you want to meet at the event. If this feels uncomfortable to you, ask someone else to introduce you to the people you want to meet.
Be prepared to purchase products and services at the event
If there is a trade exhibition, make the time to review the trade stands, take advantage of discount offers and special promotions for conference attendees.
After the Conference
Make a ‘To Do’ List
You may do this on the plane or when you get home. Make a list of everything you need to do to follow up and leverage your time at conference.
Write ‘Thank You’ notes on the plane
If you have an opportunity to begin your follow up on the flight home it can be a great use of your time.
Do what you say you will do
If you made a commitment to someone at the conference make sure you follow through. This is an important aspect of any conference attendance.
Stay in touch
If you made valuable contacts during the event, make time in your schedule to stay in touch with these people. You can do this by teleconference, sending them copies of your ezine or company newsletter or simply by phoning to say Hi… or in my case … G’Day!
Attending these conferences is a huge investment in time, attention and energy. Make your next event more productive by applying these tips.
Great article! Can’t wait to see you speak for Colorado!
I am so excited too! We are all set for Nov 9th and it will be fun to see all the good looking, gorgeous NSA peeps in CO!