It’s officially conference season in North America, and we recently returned from presenting at the American Medical Writers Association (AMWA) conference in New Orleans (look for a future post on the dos and don’ts of preparing and delivering a conference presentation). While there is no shortage of advice out there for those attending professional conferences, we have put together a more holistic take on the genre based on our own experiences in both the public and private sectors.
Before deciding to attend, reach out to peers, clients, and/or colleagues who have attended before
There’s no way around it–professional conferences are expensive. Registration fees alone can be a barrier to attending, and then there’s the travel fees, the cost of a hotel and food, and the lost productivity while you’re away. And there’s nothing worse than returning home feeling like your investment wasn’t worth it in the end. Before responding to the call for proposals, we spoke to fellow AMWA members about what to expect. Talking to colleagues also helped us better prepare ourselves to take advantage of all the opportunities the conference has to offer.
Whenever possible, give a presentation
We decided in advance that we would only attend AMWA if our presentation proposal was accepted. While attending conferences is great, it’s even better to get exposure and build your reputation in the field by offering something of value to fellow attendees. Another advantage of presenting is that usually the host organization will offer a discount on registration fees. Presenting is also a great way to generate conversations with new people. It gives you an easy topic of conversation, plus allows you the opportunity to engage with audience members.
Conferences vary in how competitive they are, but larger academic conferences usually offer the most presentation opportunities. If you are applying to a small conference or a particularly competitive one, consider teaming up with other professionals in your field. This can increase your chances of acceptance and allow you to build strong connections with your colleagues.
Take advantage of networking opportunities, but focus on quality rather than quantity
Networking can be daunting. The crowds at conferences can feel overwhelming, and it can be challenging to have quality conversations in the hallway between sessions or during a crowded and noisy lunch buffet. One strategy that served us well at AMWA was reaching out to fellow attendees over LinkedIn before the conference so that we had a few meetings set up in advance. We also approached networking with the mindset that we had limited time, so we chose to focus on the connections that felt the strongest.
If there are any networking-specific activities (such as speed networking, for example), take advantage of those opportunities but make sure to follow-up with the people you connect with most for further dialogue. Networking isn’t helpful if none of the people you speak with remember you because all you did was exchange business cards.
Dress to impress, but be comfortable
Remember that conferences are marathons, not sprints. Dress to impress but make comfort your number one priority. If you buy yourself new shoes, break them in before you leave and consider saving that brand new makeup look or hairstyle that you’re not quite comfortable styling yet for another event. If this is your first time attending, find out what the dress expectations are before packing your bags. You can ask friends and colleagues who have attended in the past, or if you don’t know anyone else who has been to the conference, you can usually find photos from previous years on social media or on the organization’s website.
Don’t turn down volunteer opportunities if they arise
Networking tends to be the main focus for conference attendees, and volunteering is a great way to give back to your organization while also getting to know more people. We helped organize a dinner for members of our regional chapter of AMWA during the national conference. While it was time-consuming, it was also a great way to gain visibility. Plus, volunteering feels good. Most professional and academic organizations offer opportunities to do committee work, help with events, or mentor new members. Volunteering gives you a voice in your community and helps you earn the respect of your peers.
Use conferences as a way to build upon the connections you’ve already made
One of our favorite parts of attending AMWA was getting to reconnect with colleagues who we had met before at chapter events. Spending time with old friends helps keep you grounded, and having shared experiences strengthens relationships. You can also help each other with networking by introducing each other to your acquaintances or by attending presentations together.
Immerse yourself in the local culture–you won’t regret it
Given how expensive and time-consuming conferences can be, we always take some time to enjoy the locale. This year, AMWA took place in New Orleans. In addition to attending conference events, we also scheduled time to take a walking tour, see some of the major landmarks, and eat at local cafes and restaurants. Getting out of the conference venue for a few hours can also give you some much-needed perspective and time to recharge.
Did you attend a conference this month? Are you attending one in the near future? Please feel free to share your questions and comments with us!
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