27 Things To Do Before a Conference

March 13, 2009 · Comments

PubCon Audience If you’re attending events over the next several months, you might give some thought to a quick checklist that might help you better accomplish your goals. As I’m not entirely sure of your goals, I’ll list a bunch of ideas, and you can just narrow it down to what you think works best for you. Feel free to add more ideas to the comments section.

I should note that this post presumes we’re talking about more modern conferences and/or events where people might be even vaguely connected to the Internet.

27 Things To Do Before a Conference

Research

  1. This seems silly to start with, but check the schedule of the event. Mark off what you want to see. Get a sense of what you might ask for a pertinent question based on the session description, and/or decide what the business value of your interaction at any session might be.
  2. Check in at Twitter Search for anyone talking about the event you’re attending. You can then determine if you want to follow them and start conversations ahead of the event. This works amazingly well for people who might be a bit shy.
  3. Check via Google Blogsearch and Technorati for any references to the event. See whether any companies are announcing anything. Look for signs of business opportunity ahead of the experience, and if you find some, do more homework with search and research.
  4. Visit Flickr and look for recent pictures of attendees or other people you hope to meet at the event. I keep a little document of all the faces I might want to meet, sometimes with a few facts about the person, in a document. (I don’t do this for every event, but when I do, it helps).
  5. Visit the prospective attendees or business people’s blogs and Twitter streams for ideas of how things are going in their lives or in their businesses. Before running into someone, wouldn’t you want to know if they were in a car accident the day before, or maybe you’ll read that they just closed a B round of funding, and thus might have budget for a project with you. It’s free intelligence before a meeting.
  6. Read up on any industry news around the event you’re attending, to understand what might be impacting the people you’re mingling with. My guess is you’ll know where this information is for the type of event where you’re going. If not, consider this similar to my point above about Google Blogsearch and Technorati, but also check Google News and maybe do some straight Google searches as well.
  7. If you can, check a few of the people’s Twitter streams before you say hi at the conference. This way, you can have a few tidbits of someone’s personal news top of mind before connecting at the event.
  8. Check out the exhibitors and sponsors for the event. Click through the site links and visit their web pages. What do you know about them? Are they a prospective vendor for you? A client? Do you see some business value in meeting any of them?
  9. Check your LinkedIn for the city where you’ll be attending, and/or for any of the speakers’ or exhibitors’ names to see their professional profile.

Content Preparation

  1. Consider putting up a few post-dated blog posts so that you don’t have to worry about writing on deadline at the event. Unsure what to write about? Here are 100 blog topics.
  2. Write some of your best work in the days leading up to the conference, and have a great post launch on the day of the event. The likelihood of people checking out your blog during or just before an event is high. Heck, I just recommended that you do it.
  3. Consider writing posts that might help you form conversations at the event. For instance, if you’re looking to work with restaurants, write a blog post about how you’d help restaurants improve sales. Thus, people who might investigate your blog ahead of time might also know what you’re thinking about and will engage you.
  4. If you’re looking to connect at the event, some of your content should be outreach related, via services like Twitter or Facebook. Message the world using the event’s hash tag (if it has one), and/or the city/state (or province, etc) where the event is held. Thus, people using Twitter Search or poking around via Facebook might catch you in a search and engage you.
  5. Consider making a video about something and posting it to your blog. Videos will give people an even better opportunity to observe you and see what you’re about. It might also help with the people recognition factor, as seeing you in motion might improve their chance of seeing you at an event.
  6. If you’re thinking of liveblogging the event, prepare ahead of time (here’s a great article at Web Worker Daily about that).
  7. If you’re going to take lots of photos or videos at the event, check your gear to make sure you’ve got everything (charger, media transfer tools, spare whatevers). This seems to muck up things often.
  8. Sometimes an event has a blog. It might be neat to see if you can guest post on it. That might up your chance of meeting folks at the event.
  9. Here’s one: blog about people you know who might be at the event that you hope to connect with. Write about what you might want to talk with them about. It can’t hurt. (Though, in saying this, I’m not sure you’d have to blog that you want to meet me to meet me. You can just come over and say hi.)

Promotion and Other Prep

  1. Order fresh business cards. They don’t even have to be corporate-approved. Just buy some. Go to somewhere like Overnight Prints and pick up some new cards. Here’s the thing: make the NAME part very large. Make your primary mode of requested contact come first. Make it VERY clear what you do for business. Make sure you add the kind of offering you’re putting out there for the event (or for the next several events, if that makes sense).
  2. Scour your LinkedIn contacts for the city where you’ll be visiting and send some personal emails to people that you might want to meet in the target city. They don’t necessarily have to meet you at the conference, but you might be able to schedule coffee.
  3. Send message via Twitter saying that you’ll be visiting ____ conference in ____ (city) and let people know you’re coming. See if you can strike up friendships ahead of time. Maybe mention some of the stuff you’re looking to do, business-wise.
  4. Backup your laptop before you travel. You might not think about it, but there are many chances to destroy your data once you’re on the road. Make sure that’s not going to happen.
  5. Consider any extra batteries or power supplies you might need to bring with you.
  6. If you’ve got a business offer to promote at an event, practice and practice and practice how you’re going to talk about it. Be crisp. Make it easy to say. Be very clear about the ask. If you’re looking for people to review your demo, then make that the ask. If you’re looking for work, be clear that you’re available for a few extra projects. It seems that lots of folks beat around the bush or don’t exactly know how to have a beginning, middle, and end to a conversation.
  7. Practice believing in yourself.
  8. Remember that not meeting someone at an event isn’t always the end of the world. There are other chances, other times. Just the same, if it’s the kind of event where people have traveled to be there, take every opportunity to reach out. It’s harder to recreate an opportunity once everyone’s gone home.
  9. And this should come first, but remember to give your family a bit of extra love before leaving for the event. Take them out to dinner, and/or give the little ones some extra fun. Make a game of showing where you’ll be via Google Maps, and switch to Satellite or Street View to show them the visuals instead of just the map. Give everyone a chance to connect while you’re on the trip via Skype video, so they can stay in touch. It makes it easier.

Your Thoughts

What works for you on this list? How will it help you with your next event? What did I miss?

Photo credit GriffinTech

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  • Cool post, thank you for the info - I dont really ever post on these thingy’s but enjoyed the info. Awesome stuff!, I bookmarked your blog!
  • There's quite a few things to do before visiting a conference and what you said was quite true! One place you forgot was Plazes and adding a direction there. What about setting your mobile up for mobile bluetooth business cards and making sure you've got a long life battery or change of one?

    You mention blogging but how about geo location blogging and photo taking. Imagine you can blog, geo locate it and if lucky someone is doing the same or says hey, just red your blog. For high tech conferences this rawks!
  • Chris, this is an awesome list and I was relieved to be able to check off a few of the items. Why don't we run a poll of the average exhibit booth dweller and see how many of these items they engage? I would say a low percentage. I would venture to say that the closer one is to an entreprenuer or sole proprietor, the more of these absolutely must be done. Well done post!
  • A wonderful list!! There is one old fashioned thing I still do: Make a list of what I really, really want to discover at this conference. It is just so easy to get lost in all the flurry that a real checklist somewhere helps keep me on track.
  • Awesome list - can always count on you for timely advice. I've done a lot of pre-planning, I have actually created a campaign around my updates, and am pre-promoting the conversation with the key audience. I've pre-selected a few other "roving reporters" and interviewees to provide content and done as you suggested...created a few post-dated blog posts on relevant content (based on topics outlined in the program). Here's hoping it all comes together - hey, what's the wifi like in the San Fran Marriott,, is it going to cause me any issues?
  • Great information, Chris! Thanks so much. This will prepare me for an upcoming retreat and conference.
  • Great tips--thanks! I try to go to events with a set of intentions or goals (people I want to meet, connections I want to make, things I want to learn). Enjoyed this list a lot!
    Cheers,
    Stephanie Chandler
    http://StephanieChandler.com
  • parisla
    Thanks for the tips! I am headed up to NTC at the end of April and this list will definitely help me get ready. Will you be at NTC?
  • Thanks for all this wonderful advice.

    I'd suggest using your own likeness on all your profiles, rather than a logo - especially on Twitter, then people will recognize you.

    Someone suggested putting your picture on your business cards and I thought that was a great idea as it makes your card stand out a little more and may make people remember you and your conversation!
  • Def. a great post! Another couple of my own:

    - bring an extension cord so that when your batteries die you can keep your seat but plug into the wall for juice.

    - RSVP on facebook, or other networks and see who will be going before you get there.

    - Wear something (it can be anything - a bright accessory) to help you stand out in the crowd and help the tweeple in the room find you.
  • Hi Chris. Love Your Blog.

    But yes you did miss one. How about this? Setting up an Adwords Campaign ready to go for just after the conference has ended. Bidding on keywords of relevance for that specific event/ topic. And which says something like "I was at the Conference. Here's a Whole load of info for You to ..." This ad then targets, say, a Squidoo page, with all your insights, resources, reading lists etc you've got out of the conference documented 'pro-actively' for others to enjoy and use. With a polite message from yourself saying .... "Enjoy - and here's my contact details"

    I did this on a recent Tom Peters Workshop here in New Zealand, and have had great success with Networking with people after the event, because they find me on Google when they go looking for info related to the event. (See the Tom Peters Workshop lens I set-up for this purpose)

    Thanks again Chris.
  • Susan Holt
    Hi Chris and readers,

    I enjoyed this post. One tip I'd like to suggest before you get on the plane is to let your co-workers, customers and suppliers know of your plans to attend as well (in case don't follow you on Twitter or read your blog!). Sending a quick message out to a team of peers at your company to let them know you're attending a certain conference can generate some great results. There may be particular piece of information they'd like brought back, or a contact they'd like to gain. Then, when they're attending a great event that you can't make, you can always ask that they return the favour. Or perhaps they know someone who's going that's on your "to meet" list and can help with the intros.

    On the flip side, whenever our company pays for employees to attend a conference, they ask that the attendee deliver a presentation back to the team to summarize what they learned. So as Chris points out - going into the conference with a plan of attack will help make the post-conference blog posts and presentations a bit easier to prepare.

    Happy Conferencing!
    Susan
  • I figured out a way, to network w/o even going to the conference - and it works.
    I've been on Twitter for about 3 months trying to become acculturated and aware of how to use the tools. This past weekend I felt ready to launch my first Twitter experience - "How to Stay Home and Use Twitter Tools to Network a Major Conference"
    I figured out how to network at the ASCD 09 conference remotely with Twitter tools and a live Word Cloud.
    See how it's working and how to here
    I've made great contacts and expanded my PLN.
  • Very basic, but, never take/wear new shoes. My feet always get a workout at a conference, from standing more than usual, I suspect.

    Excellent list and comments!

    Mary Pat
  • One of the things I love about twitter is the ability to get involved in conversations before/during an event with people I don't know. Then having the ability to set something up to meet in person.

    So easy to do with twitter search and makes for a better overall experience at the event.
  • Thanks Chris- great check list!
  • Any consideration to the questions:
    What is the value of having this conference in a physical location when it could be held online?
    Especially if it is a conference about anything virtual or e-anything.

    Could the $$$ spent on this conference be better spent supporting access for a much broader online population?

    For example, if the conference is about elearning in public schools, and will be financed in part with public funds? The funds for one conference could easily set up a videoconference system for an entire school division, value that would persist after any one event.

    Is the conference driven by the agenda of the conference organizers who's main preoccupation is to extract as many $$$ as possible from the conference hosts and participants?

    Does the value match the huge carbon foot print of physical attendance?

    Transporting all those conference attendees takes lot of petroleum products.

    Is this a conference or a junket?

    If it is a junket, enjoy but if you really looking for learning and connection there may be a better way.
  • Chris,

    Great ideas. I will be passing this out to a few of my business partners, as we prepare for a big conference in May.
  • Great stuff. Tweeting this out and bookmarking your website!
  • Hum... Chris, I'm sorry but.... Isn't it a bit *too much*?!
  • I am definitely bookmarking this for future use - what a fantastic resource!
  • Chris, these are great ideas. As Dave mentioned, check to see if there is a Facebook, LinkedIn or other community set up for the event. That would be a great place to start networking with people attending the event as well as discussing key topics.

    For those who are awesome networkers, consider getting a business card scanner. I've been wanting one and just haven't done it yet. They're probably a time saver and can also scan your business receipts too.

    With regard to online resources for events, I think another component is virtual events - some may be online only or attached an in-person one. If you're looking for a list of upcoming virtual events, my new company has a list at: http://www.inxpo.com/news/upcoming-events/index... (note, these are done on our platform).

    And finally, for the brief time I was unemployed, I started contacting conferences to volunteer at the conference or be an "official blogger" of the event. One organizer did express interest. While I am now employed, volunteering would've gotten me into the show for free where I could connect with people in the industry, In return, the organizer could lower expenses while having fresh content written up on a daily basis to further promote the show. A win-win for everyone.
  • More and more conferences are embracing technology solutions that improve the engagement and preparation of the participants before the show. These include personal itinerary planners, personal expo planners, matchmaking solutions, blogs, linkedin and facebook groups. Make sure to check out what the show is offering and jump in with both feet.

    Here's a link to an article I wrote a couple years ago about Conference Attendance ROI. It may be helpful for additional planning tips and/or gaining approval. http://www.velvetchainsaw.com/articles/Conferen...
  • Sorry, typo on Christ....meant Chris.
  • Christ, I love how you let me be a student of your work and not just an admirer. Awesome tips. 1 Add: Be the conduit for others to network together by hosting a 'during conference refresher' sometimes facilities have sky boxes you can rent, invite others at a set time to refresh with cold beverages and hold-me-over snacks. The vantage point of skybox hosting allows everyone to look over the floor and discuss the action in a one off mode from the conference, but never having to leave the action.
  • These are great ideas, and I think would really make a difference in meeting people. I think when you know a few details about someone it really makes you standout from the crowd and shows that you took the time. I would also add that I have a few post-conference tips. I keep a plastic business card sleeve with all the cards I collected and I write on the back what I talked about with each person, so I will remember a few days later. I also look up their web sites and try and set up link exchanges on their blogs. There is also a new program I just read about called Cloud Contact that lets you see the contact's social network profiles automatically. I wonder if anyone has tried this yet?
  • When someone was first telling me about social media, they said “the thing that’s so great is that you can find out what the people are talking about and join in the conversation.” So I love your thoughts, Chris, on preparing for the conversations that might be most important to you. Writing a specific blog post beforehand as a conversation starter is brilliant, and could also work for job interviews, client meetings, biz development meetings, etc.. And, of course, commenting on the blogs of those you might want to talk to beforehand probably seems obvious to us commenters but could also be a good approach.

    The other thing I will say to those of you who are shy or uncomfortable with strangers – I read somewhere that people *rarely* say things that sound natural and brilliant off the top of their head. Insightful, witty or intelligent-sounding statements are usually things people have been thinking about for a while, but they find the appropriate time to bring them up. So to Chris’s points # 24, 25 – really think about these things and how you can get them to work. It makes such a difference.
  • I want to start attending more conferences just to go through the prep list!

    Regarding #25 (Practice believing in yourself)... when meeting new people it's always good to ask lots of questions about the exciting things that they are up to. However, it's also very important to clearly prepare to talk about some great things that you are up to... People like to do business with people who have positive things going on.

    What's the greatest thing that has happened to you in the last month? Being able to articulate this well can be contagious!

    Thanks for your post Chris! It's a great list.
  • Celeste
    I Think #6 under Research is the most key suggestion you've made. With all the technology that is a continuum, the face-to-face is still the most important tool. I have a friend in the Natural Foods Industry who does the same thing you've suggested here (she's just returned from a convention in LA). She prepares a sheet with pics/info of each connection she will make. She's convinced that this has built her companie's client list bigger than ANY information/services they provide. People still want to be people. Be in the know. Celeste
  • Based upon the thoroughness of the list, I would say you probably had a nice long plane ride!
  • Chris Latendresse
    Take time to know the city you're visiting. Lookup highly recommended restaurants and other venues and have that info handy. If I meet up with a good group of people, we can hop in a cab and take off to a great restaurant for dinner with directions in hand. Secondly, when I have empty time slots between events , and i need to reenergize, I'll slip out to a famous landmark, tourist destination, or other less known venues that gives the city its vibe. It's nice to say you've been somewhere and seen more than the hotel and convention center.
  • #27> Remember the people that matter the most. End of story. Great stuff! This is the most important item - if not for them, most of us would have not reason to strive to make it happen. If not for my family, I would have no motivation to even get out of bed, let alone try to do something great each day.

    #25 > Practice believing in yourself - that one is great, especially for shy, introverted people who have been told they will fail because they are stepping out and stepping up to try and do something great or different. Sometimes as a child we are conditioned that we will fail. Belief in yourself, that you can do this and find success is a really great thing to find. I imagine you could do an entire blog post, or even maybe a series of blog posts, on finding things within ourselves to help believe in ourselves.

    Me? I interact well online, do ok on the phone, don't do video and have very limited conversation in person until I "really" know someone...and that takes several meetings if not more for me. Why? Afraid I will fail, afraid I will sound stupid, say something off-key or offensive or otherwise hit the ID10T button. That's why even if I had the money to attend the conferences as I would like to - I still probably wouldn't because there are people there that are so amazing, and I'm pretty average. That's me. That's how I think of me.

    Why I shared that here, I don't know, but anyways.....
  • #28 Load your contacts into Gist and get the gist on their latest happenings from the web.
  • Make sure the hotel has a good gym or find a place nearby to exercise! That's usually number one. My next rule is to figure out where the nearest Starbucks is. Then, on top of all your great suggestions, be the person to organize dinner at one of the local hot spots. Then you invite people and organize transportation, etc. That puts you at the center of the action (and makes sure you don't end up eating alone).
  • This is absolutely beautiful. For roughly 20 years, I was a partner in a professional services firm, and attended at least 10 conferences per year, trying to hustle up business. We taught our younger associates how to market themselves once they arrived at the conference. That was in the day just prior to the new social networking and New Media tools. Your post combines the traditional with the new. Thanks.
  • Ummmm, may I ?
    Make sure you find networking "meetups" or plan some for the after conference hours as well.... get to know people IRL .... sometimes I learn more during these times :)
  • This comprehensive checklist is the bees-knees. There are literally so many details to remember, and sometimes forgetting a small thing can turn into a big issue. Thanks to all the commenters who left additional tips, too. Gonna have to bookmark this one.

    Cheers

    George
  • @Heather - in the web-related conference space, go to http://www.somewhatfrank.com
  • This is terrific advice. Now, how do I find the conferences I want to go to? Is there a database? I always seem to come across them when its too late to book or when they are underway. Do you have any tips or resources?
  • One add if you please from my experience. With all these things to do and the added responsibility of reporting from the conference, I sometimes have to remind myself to have fun. I go "damn relax, this is a blast!"

    This usually happens when you have to make a decision between, should I stay in the room to do another 30 minutes of editing or go to the reception/bar wherever to actually be with the people you came to see. Is a video going to make that much more of a difference than a picture and audio file? Can I capture now, and post when I get back home? You have a limited amount of time on the ground and that's why you spent the money to be there, not be online.

    Also find the $.99 Margarita place. If you can do that, you won't remember any of the rest :>)

    My mission for the upcoming InBound Marketing Summit in San Francisco is to get Brogan to The Buena Vista for an Irish Coffee. Put that on your list!
  • great stuff Chris. I'm going to pass this info our to our Business Development team and take care of a few of the list items myself.

    i espcially like the promotion and prep sections, very useful!
  • Chris,

    You've created a wonderful resource for anyone that will be new to attending conferences and seminars to those that have been attending them for years. These tips you've put together all make sense, and compile everything that we've been watching how you and others use social media today (and most of that watching is on Twitter).

    You're taking it to the next level, and you're bringing everyone with you.


    #2 is huge - we've seen this most recently with SWSX and having phone numbers float around through the twittersphere. What are your thoughts on giving out personal phone numbers on Twitter (not DM)?

    #20 Using LinkedIn as your resource. Also - Start to ask a few questions about hot topics that will be covered. You may become the subject matter expert..or the subject matter expert will answer your questions

    Still a lot to learn in this information overload world we live in these days - but this post is a great resource for just about everything that is out there today. Looking forward to seeing this list grow as the comments are added.

    @MatthewRay
  • Glad it's resonating. You're all the reason why I write this.
  • Some nice points Chris, and timely as well, as I prepare for the http://www.a4uexpo.com/europe/ in April in Amsterdam. Point 21 will definitely be addressed.
  • Priya Banati
    This is a good list -- A lot applies to holding any event really, not just a conference -- > where individuals can start getting connected prior to, during and post the event in non-directed ways...
    Thank you Chris,
    Priya
  • Wonderful points! Do not forget about the vendors' rooms as well, especially if you want to network with sales/marketing folk or want to hire within your industry. Conferences provide huge resources for increasing your database of passive candidates.
  • Hi Chris - another timely and great post.

    Although Fabulous Photo Gifts is an online 'retailer', on a much more local (geographically) level, we do tend to get involved with one or two events a year - mostly low key local charity / people events etc.

    We take along a selection of our photo gifts so that people can actually touch and feel the gifts - online businesses I think have a real job getting over the quality of a gift item etc when the customer can't touch it.

    I usually do these events because as Mandy says, i'm more confident in talking to complete strangers. Nothing complicated in my eyes, I'm passionate about the product and find it easy to talk about with complete conviction.

    I do like to be prepared though so I always check through the week that I have all the samples packed and wrapped - in wrapping that I can reuse to bring stuff back home etc.

    Pens, pads and of course enough literature to hand out to anyone I talk to. That it's up to date and if possible, relevant to the event i'm attending e.g if its a local pet show, the samples have pet pictures on them etc. How would 'your' picture look on our gifts?

    After the event I go through all the names and (numbers) i collected. I keep a running total of how many people i talk to (just scores) and i follow up on any "i'll get that information to you" promises usually same night.

    Then we monitor orders and watch for local addresses to the event - it's not rocket science but it does help give a bit of an indication of how well you did.

    Lastly - I blog and social media about the event - before - (now during thanks to iphone and twitter) and afterwards.

    People are often surprised when I say "We're not here selling anything tonight, our goal is just to give you an opportunity to 'touch the stuff' and make sure they leave with something with our web address on.

    If it's a school thing, then anyone who mentions being part of a group or organisation gets a follow up fund raising pack that we offer, well anyone really.

    "If you go well prepared into the jungle - the drunken elephant cannot fall on you".
  • Great post Chris! I would add only 3 things I think:

    Sleep: Make sure you get a very good night's rest before you head out. Once you are there and in full "conference mode" it's hard to get decent rest. You don't want to start behind the curve. :)

    Travel Arrangements: I always make sure to have the travel situation down cold. Flights are all confirmed and itineraries checked, local transportation has been thought through and properly planned, hotel has everything I need and is in proper proximity, etc.

    Turn on Conference Mode: Some people have to go into "conference mode" where they have to flip a mental switch to get out of their shell and be more aware of networking and friend-making opportunities. I always make sure that as soon as I leave the house, I'm ready to go. I have missed and nearly missed great networking occasions because I was doing my own thing at the airport or on the plane, and didn't pay attention to local people who were also attending the event.
  • Great tips!
    I will be attending a conference at the end of the month & this definitely helped!
  • I love #11 and #19 the best.

    Thanks, Chris!
  • Thanks for your thoughts
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