YAY! You’re attending your first scientific conference. It’s an exciting but overwhelming time.
My advice is to prepare a little bit so that you get the most out of your experience. Here are some simple things you can do to prep for the big trip:
Research the conference agenda and speakers. This will help you to prioritize which sessions you want to attend and who you want to meet. Many societies will have a special session for first-time attendees, so if you don’t see one, feel free to contact the society to ask if they have such a session.
Clear your credit card. While your institution may pay for your registration up front, and sometimes your airfare as well, you will need to pay for all other expenses and be reimbursed upon your return. This will include transportation to and from the airport and the conference if the hotel isn’t right next door, the hotel itself, meals that are not provided by the conference. Be prepared to pay A LOT for the hotel.
Plan to save your receipts. Bring an envelope to keep your receipts if your institution doesn’t use an electronic system such as Concur. If it does have an electronic system, add your receipt to the app IMMEDIATELY. Items that are usually not included in reimbursement are snacks, alcoholic beverages and incidentals (i.e., any personal items that you may have left at home accidentally such as shampoo or a razor), and rental cars. Know what you can and can’t be reimbursed for so there are no surprises,(your HR department will have a policy - ask for it) but save the receipts for everything just in case.
Prepare your elevator pitch. This is a short, concise summary of your research that you can give to other attendees. You might also consider practicing an elevator pitch to introduce yourself (if you’re a little awkward like I am, having a rehearsed speech can go a long way in reducing your anxiety) “Hi, I’m (your name here) from (your company here). I’m involved in XYZ.” Write it on an index card and practice it! You don’t necessarily have to give your full job title in the first two minutes that you meet someone. Knowing what area you’re in is usually enough for an introduction and then you can elaborate later if it’s meaningful to the conversation or if you click with the other attendee. Some conversations will go nowhere. Other conversations can result in lifelong friendships or collaborations. You never know.
Bring business cards. This is a great way to network with other attendees and stay in touch after the conference. Paper cards are still the best way to go as people remember a physical object longer than a digital one. If your institution won’t provide you with cards, make your own. Make them colorful and memorable.
Dress professionally. This shows that you are taking the conference seriously and that you are interested in networking with other professionals. That “dress for the job you want” adage still holds true. You definitely don’t want to be remembered for being sloppy or unkempt.
Be prepared to ask questions. This is a great way to learn more about other people's research and to start a conversation. Some examples: “What session are you most excited to attend?” “What company do you think will have the biggest impact this year?” “What’s your area of expertise?”
Be open to new ideas. Scientific conferences are a great place to learn about new research and to see different perspectives. People come from varying backgrounds and have wildly different experiences - use this opportunity to help clarify what you want for yourself and your career.
Plan to take breaks. It can be a lot of information to take in, so it is important to take breaks throughout the day to rest and recharge. Don’t be afraid to duck out of the conference to get a coffee if you are saturated with information. Powering through will not benefit you or anyone else. Yes, be cognizant of the money that your institution has spent to send you there, but also be cognizant that if you woke up to be at an 8 am workshop, an hour break at 3pm won’t be the end of the world.
Learn about the city that the conference will be held in. Are you in a safe neighborhood? Where is the nearest coffee shop? Does everything close up at night or will you be able to find dinner nearby? Typically conferences will provide breakfast and lunch and some beverages throughout the day. In the evenings there may be a reception but don’t count on it to provide dinner. You’ll be networking during those receptions so you can’t eat too much and they typically don’t provide enough substantial food to make a meal. And of course, if the city is a bucket-list item, what can you do the day before, in the evenings and the day after to enrich your soul?
You may also be excited to meet new people and learn about their research. It can be overwhelming, but you want to create a network of friends and colleagues that will be useful and fulfilling throughout your career. I’m naturally an introvert but I have made lots of genuine friends. That elevator pitch will come in handy to open a conversation.
Here are a few more tips for attending your first scientific conference once you’re actually on site:
Arrive early, the day before if possible. This will give you time to find your way around the conference venue and to get settled in before the sessions start. You may be able to pick up your badge early. Even small conferences can be spread across a large area with different sections for exhibits, posters and sessions. Get your bearings. Test how long it will take for you to get from your hotel room to the conference. Add 10 minutes for getting lost and scanning a full room for a seat. That brings me to the next bit of advice…
Get to the room early if you want to snag a good seat. A conference can oversell and may not have enough seating for all registered attendees, so being early can spare you from standing for 90 minutes. Wear comfortable shoes, too, because standing in uncomfortable shoes is no fun.
Bring a notebook or laptop to take notes, depending on your style. Some conferences will supply little notebooks in the swag bag, but bring yours from home just in case. Taking notes and jotting down potential solutions to problems in real-time will be critical to bringing back any messaging that you want to share. Now is not the time to start new methods of learning. There will be too much going on around you.
Bring a water bottle and snacks. There may be long breaks between sessions, so it is important to stay hydrated and energized. I’ve been to too many conferences where they’ve wheeled away the beverages the moment that the break is over and water fountains are at a premium, especially in European conference spaces. Snacks that travel well will also be your friend - although avoid loud, crinkly bags that will suddenly prove to be impossible to open and embarrass you in front of other attendees.
Don't be afraid to ask for help. If you get lost or confused, don't hesitate to ask a conference staff member or another attendee for help. We’re there for the community too! My real-life friends are in a variety of fields, all interesting, but none of them get my love for the field quite like my Cellular Therapy friends. I’m always happy to meet a new enthusiastic member of the community. Come up to me and say hi!
Have fun! Scientific conferences are a great opportunity to learn, network, and make new friends. So relax, enjoy yourself, and soak up all the knowledge you can.
If you need a little extra help getting to that conference - please check out our Travel Justification bundle. Not only will it help you budget for that conference, it’ll provide you with two tools to bring back information to your group. Everyone loves a little bit of juicy gossip from a conference. Everyone wants solutions to their problems. Our tools are designed to help you provide that information.
Comments