Gearing Up

So, you’ve been asked by your company to go to a professional conference out of town, or even better, you took the initiative and asked to go. You have conference name, hotel, flight, and a basic but broad agenda of how you’ll spend your three days. Now what?

It’s hard to know what to expect from a conference. Is it business casual? Do participants attend every session? Do people socialize after? How many attendees should I expect? Understanding these various aspects of your upcoming event will help decrease nervous anticipation and ensure you arrive prepared.

Here are a few tips to get you ready to go:

• Ask around your office. Has anyone been to the conference before who can share the low down with you? Ask around for special tips on what to take advantage of, what to skip, and maybe even a few good restaurant tips.

• Google the conference. Go beyond the conference website and do a general search for recent news or other perspectives about the host organization online. You might find some new insight and information.

• Connect.Get on social media. Is there a Twitter hashtag for the conference? A LinkedIn group? This can be a great way to not only find out logistical information but also start networking before you even get there.

• Develop your pitch. You will be meeting lots of new people, so come prepared with your pitch: a 30 second blurb about who you are and why you’re there. Here are some helpful suggestions if your goal is to build business, and here’s a great tip for a job search pitch. For general tips on developing a strong pitch, check out one of JVS’s short podcasts.

• Uniforms. Instead of bringing several options of clothing, take the time to pick out your outfits beforehand. With so much going on at the conference, you shouldn’t waste your energy worrying about your apparel while you’re there. Pack light, pick a color group to reduce the number of shoe, and make everything fit in a carry-on.

Before Your First Loop Around the Track

It’s 11:30PM. You’ve arrived and settled into your hotel room and lay awake in your king size bed thinking about the next morning. We’ve all been there. With new surroundings, strange sounds, stale air, and unfamiliar pillows, you just can’t fall asleep no matter how hard you try. And trust me, it’s the worst to be exhausted during a day-long conference while listening to numerous talks, networking, and always putting your best foot forward.  Here are a few strategies I’ve developed that help ensure I’m well rested and have an extra boost of confidence the night before a conference:

• Explore. Walk around the hotel. Figure out which floor and area the conference will take place. Maybe even find out which room the session you’re attending will be in the next morning. No one wants to get lost and be late the first day!

• Lay it all out. I know many of us stopped doing this after high school, but laying out your clothes, any materials, and your bag the night before can really help calm your nerves before the big day.

• Early to bed. If you have trouble falling asleep away from home, lay down in bed an hour before you actually want to fall asleep. Read, turn on the TV, or count sheep, just give yourself time to wind down.

While You’re in the Groove

• Get icy. I’ve found that always having a nice glass of cold water (versus room temperature) helps to keep alert and attentive during those not-so-engaging presentations you have to sit through.

• Splurge. Sure, if you get a long enough break, feel free to go do some “treat yourself shopping” (as long as it fits into your carry-on luggage) but even more important, purchase a good cup of coffee in the morning. Hotel coffee is notoriously weak and not so tasty. Having a large cup of joe will give you the extra boost you need for that 7AM presentation.

• Eat well. I know hotel food may not be spectacular, but don’t let yourself go hungry. Conference days are long and can be draining, so make sure you stay nourished. I suggest eating three meals a day plus two small snacks to keep your energy steady.

Crossing the Finish Line

• Make friends. Don’t leave without making friends. They’ll keep you accountable as you internally debate staying though until the end of the day or try to sneak out early for some sightseeing.

• Business cards. Set a goal to get a certain number of business cards each day and to give a certain number out to others each day. Ten per day for each is a reasonable and achievable goal.

• End with a bang! Set up some action items with yourself or with others. It’s too easy to leave a conference and go back to life status quo. To make these events really worth it, set up some next steps before you even check out of the hotel. This could be anything, from scheduling a meeting, buying new software for your company, or linking on LinkedIn to anyone you want to maintain a relationship with.

Conferences are a great way to expand your network and business, as long as you utilize them correctly. From picking out your “uniforms,” looping around the sessions, all the way to the final moments as the conference winds down and you cross the finish line, remember to anticipate, prepare, and network. With these steps, I guarantee you’ll come out winning.

Additional reading for your conference prepping pleasure:

• http://moneywatch.bnet.com/career-advice/blog/on-job/work-conference-6-ways-to-network-like-a-pro/1708/
• http://www.businessknowhow.com/growth/conf10.htm

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Jessica Youngman is a regular contributor for the Levo League.