If you spend enough time in technology, it becomes inevitable. Travel. It seems so glamorous at first. Your company is willing to spend what is sometimes non-trivial sums of money to send you off to some new location, where you will be their representative to the hundreds or thousands of other people attending the meeting or conference. Then the realization occurs: How do I make the most of my conference time?
I travel to several conferences a year, all of which are overbooked, overwhelming, and exhausting. The largest one I travel to on a regular basis is the annual Supercomputing conference (SC). 12-15 thousand people, 100+ vendors/centers/sites/universities on the trade show floor, hundreds of research papers, birds of a feather (BoF) sessions, and dozens of workshops and tutorials. It is 3 (or 5, or 7) days of 12 (or 14, or 16) hours-a-day madness. It's exhausting!
Fortunately, most conferences follow the same patterns, and so the same rules apply if you want to make the most of them. Here's what I suggest.
It seems obvious, but it's amazing how few people do this ahead of time. Instead of becoming overwhelmed the second you arrive at a conference, try to make a schedule. The order in which you should schedule your days typically goes something like:
You'll notice that the actual content of the conference is listed last under "everything else." There's a reason for this...
Conferences are not for attending technical sessions. I hate to say it, but this is the least productive thing you can do while at a conference. Why? Technical conferences publish proceedings, or post copies of presentations or videos of talks online. Even though this is what the conference is billed as being for, it's the part that you can usually get for free from the comfort of your home. What does a conference offer you that you can't get for free a week later? The opportunity to talk to people.
Speaking with colleagues, exchanging ideas, going out for dinner and drinks to discuss research, business, kids, sports, etc. That's what it's about. Making connections with people. If you don't meet at least 10 new people everyday you are at a conference, you are not making the most of your time.
I'll admit, there were a few years where I didn't follow this advice. Specifically, the first travel after the birth of each of my children. I felt that sleep was more important those times. But every other time I travel to a conference, I make sure to attend the networking events. They are great opportunities to talk to new people, in an environment where people are not expected to be quietly listening to someone present (which seems silly considering listening to presentations is the least effective thing people can do).
Networking events can feel a bit like speed dating, but if you approach 5 complete strangers at a networking event then you can claim you had a successful evening.
If you want to make sure that you meet the right people when attending a conference, don't be shy about locating and joining a conversation with other people you already know, especially if they are more senior than you. If you see a colleague or contact talking to someone else you don't know, try to join their conversation. Let them organically introduce you. More than likely, it will be someone worth maintaining a professional relationship with going forward.
However, be sure to do this only when you feel it might be appropriate, such as in a busy hallway or in an open networking event. Never barge in on someone else's conversation if they are sitting apart from the rest of the group at a table or in a meeting room. Those conversations could be confidential or restricted and you will end up making a negative impression on both your colleague and the person you had hoped to network with. Apply best judgement, but whenever possible try to be a part of open conversations.
You won't be able to make great impressions on people if you look like you haven't showered or slept since you got off the plane Sunday night. Take advantage of networking events and social functions, but be sure to get plenty of rest. My networking rule of thumb goes along the same line of reasoning as curfew in a midwestern town: Nothing worthwhile happens after 10:00 PM. Once you've had dinner and maybe an evening drink (if that's your thing), you are done being your most effective. I do not feel that I have missed out on any worthwhile professional connections by calling it quits around 10 PM each night. Plus, when 7 AM rolls around, you've had enough sleep that you can effectively start again the next day, instead of going through a slow burnout over the course of the week.
I'm not recommending that you stalk potential connections, but if you can bring up where you are staying in a natural way during your conversation, most people will either confirm or deny if they are in the same hotel. If you find people who are staying in your hotel, then you can potentially sit downstairs for a nightcap or offer to meet downstairs for breakfast. Never ask someone where they are staying. It's a bit too forward.
Also, I never recommend having any interaction with anyone at a conference in a private hotel room. EVER. And the genders of the people involved are completely irrelevant to this advice. This can only lead to trouble. Meet people in the lobby or the restaurant. It's always easier to avoid awkward questions altogether.
You would be amazed how many times I run into existing contacts at the airport, either on the way to or from the conference. If you are arriving for the start of the conference, keep an eye out in baggage claim. If you see someone you already know and who you know is headed to the same conference, try to share a taxi/Uber/Lyft with them (this is easier if the conference is held in a hotel and most attendees are likely in the same hotel, as well). Sharing a ride is a great way to strengthen your existing network, and possibly meet someone new, as well.
Mealtime is a great opportunity to interact with people, both old friends and new. Try never to turn down an opportunity to join someone for a meal. When people are sitting down at a table, they are typically more relaxed and the conversation flows more easily. If possible, try to tag along with other colleagues for breakfast, lunch, and dinner - just not always the same ones!
This relates to my previous point. 3 meals a day is just too few opportunities to have meaningful conversations with people. When I'm at a conference, I tend to eat like a Hobbit: Breakfast, second breakfast, elevenses, lunch, afternoon tea, dinner, supper. Yes, it's seven times a day.
[bctt tweet="When I'm at a conference, I tend to eat like a Hobbit: Breakfast, second breakfast, elevenses, lunch, afternoon tea, dinner, supper." username="lucasawilson"]
That doesn't necessarily mean you have to eat a full meal seven times a day (and as someone whose attempted that before, I wouldn't recommend it!). Use most of your "mealtimes" to have a cup of coffee or other beverage, maybe a pastry or a vegetable-based appetizer. Remember, it's not about the meal, it's about the company you keep!
From the moment you get out of your car at the airport to leave for a conference, until the moment you get back into your car afterwards you are on duty. You never know when you will run into someone you already know, or someone you will come to know in the near future. Whether it's in the hallway at the hotel, in the restroom at the convention center, on the walk to lunch or the walk back to the hotel after supper, you should expect to run into people whose impressions of you could be extremely important in your future career. Don't ever consider any of your time at a conference "personal time." The people you run into certainly won't say to themselves, "Oh, I'll give them a pass. It's probably their personal time!"
Most of all, try to enjoy your time there. If you don't look like you're enjoying yourself, other people will pick up on that. It's hard to make or strengthen professional connections with people when you look like you are just going through the motions. Be sure to remain positive and enjoy your time there.
Next time you head out on work travel, I hope that these tips will be useful. Feel free to leave comments, or find me at a conference sometime! As always, please subscribe so you can get my latest updates, and be sure follow me on Twitter or LinkedIn.
I travel to several conferences a year, all of which are overbooked, overwhelming, and exhausting. The largest one I travel to on a regular basis is the annual Supercomputing conference (SC). 12-15 thousand people, 100+ vendors/centers/sites/universities on the trade show floor, hundreds of research papers, birds of a feather (BoF) sessions, and dozens of workshops and tutorials. It is 3 (or 5, or 7) days of 12 (or 14, or 16) hours-a-day madness. It's exhausting!
Fortunately, most conferences follow the same patterns, and so the same rules apply if you want to make the most of them. Here's what I suggest.
Make a Schedule
It seems obvious, but it's amazing how few people do this ahead of time. Instead of becoming overwhelmed the second you arrive at a conference, try to make a schedule. The order in which you should schedule your days typically goes something like:
- Anything where you are expected to speak publicly
- Meetings with external teams/groups
- Meetings with remote members of your own organization
- Everything else
You'll notice that the actual content of the conference is listed last under "everything else." There's a reason for this...
Conferences are for Talking to People
Conferences are not for attending technical sessions. I hate to say it, but this is the least productive thing you can do while at a conference. Why? Technical conferences publish proceedings, or post copies of presentations or videos of talks online. Even though this is what the conference is billed as being for, it's the part that you can usually get for free from the comfort of your home. What does a conference offer you that you can't get for free a week later? The opportunity to talk to people.
Speaking with colleagues, exchanging ideas, going out for dinner and drinks to discuss research, business, kids, sports, etc. That's what it's about. Making connections with people. If you don't meet at least 10 new people everyday you are at a conference, you are not making the most of your time.
Attend the Networking Events
I'll admit, there were a few years where I didn't follow this advice. Specifically, the first travel after the birth of each of my children. I felt that sleep was more important those times. But every other time I travel to a conference, I make sure to attend the networking events. They are great opportunities to talk to new people, in an environment where people are not expected to be quietly listening to someone present (which seems silly considering listening to presentations is the least effective thing people can do).
Networking events can feel a bit like speed dating, but if you approach 5 complete strangers at a networking event then you can claim you had a successful evening.
Make Use of Your Network
If you want to make sure that you meet the right people when attending a conference, don't be shy about locating and joining a conversation with other people you already know, especially if they are more senior than you. If you see a colleague or contact talking to someone else you don't know, try to join their conversation. Let them organically introduce you. More than likely, it will be someone worth maintaining a professional relationship with going forward.
However, be sure to do this only when you feel it might be appropriate, such as in a busy hallway or in an open networking event. Never barge in on someone else's conversation if they are sitting apart from the rest of the group at a table or in a meeting room. Those conversations could be confidential or restricted and you will end up making a negative impression on both your colleague and the person you had hoped to network with. Apply best judgement, but whenever possible try to be a part of open conversations.
Get Plenty of Rest
You won't be able to make great impressions on people if you look like you haven't showered or slept since you got off the plane Sunday night. Take advantage of networking events and social functions, but be sure to get plenty of rest. My networking rule of thumb goes along the same line of reasoning as curfew in a midwestern town: Nothing worthwhile happens after 10:00 PM. Once you've had dinner and maybe an evening drink (if that's your thing), you are done being your most effective. I do not feel that I have missed out on any worthwhile professional connections by calling it quits around 10 PM each night. Plus, when 7 AM rolls around, you've had enough sleep that you can effectively start again the next day, instead of going through a slow burnout over the course of the week.
Figure Out Who is Staying in Your Hotel
I'm not recommending that you stalk potential connections, but if you can bring up where you are staying in a natural way during your conversation, most people will either confirm or deny if they are in the same hotel. If you find people who are staying in your hotel, then you can potentially sit downstairs for a nightcap or offer to meet downstairs for breakfast. Never ask someone where they are staying. It's a bit too forward.
Also, I never recommend having any interaction with anyone at a conference in a private hotel room. EVER. And the genders of the people involved are completely irrelevant to this advice. This can only lead to trouble. Meet people in the lobby or the restaurant. It's always easier to avoid awkward questions altogether.
Keep a Keen Eye Open at the Airport
You would be amazed how many times I run into existing contacts at the airport, either on the way to or from the conference. If you are arriving for the start of the conference, keep an eye out in baggage claim. If you see someone you already know and who you know is headed to the same conference, try to share a taxi/Uber/Lyft with them (this is easier if the conference is held in a hotel and most attendees are likely in the same hotel, as well). Sharing a ride is a great way to strengthen your existing network, and possibly meet someone new, as well.
Never Eat Alone
Mealtime is a great opportunity to interact with people, both old friends and new. Try never to turn down an opportunity to join someone for a meal. When people are sitting down at a table, they are typically more relaxed and the conversation flows more easily. If possible, try to tag along with other colleagues for breakfast, lunch, and dinner - just not always the same ones!
Eat Small Meals
This relates to my previous point. 3 meals a day is just too few opportunities to have meaningful conversations with people. When I'm at a conference, I tend to eat like a Hobbit: Breakfast, second breakfast, elevenses, lunch, afternoon tea, dinner, supper. Yes, it's seven times a day.
[bctt tweet="When I'm at a conference, I tend to eat like a Hobbit: Breakfast, second breakfast, elevenses, lunch, afternoon tea, dinner, supper." username="lucasawilson"]
That doesn't necessarily mean you have to eat a full meal seven times a day (and as someone whose attempted that before, I wouldn't recommend it!). Use most of your "mealtimes" to have a cup of coffee or other beverage, maybe a pastry or a vegetable-based appetizer. Remember, it's not about the meal, it's about the company you keep!
You are Always "On Duty"
From the moment you get out of your car at the airport to leave for a conference, until the moment you get back into your car afterwards you are on duty. You never know when you will run into someone you already know, or someone you will come to know in the near future. Whether it's in the hallway at the hotel, in the restroom at the convention center, on the walk to lunch or the walk back to the hotel after supper, you should expect to run into people whose impressions of you could be extremely important in your future career. Don't ever consider any of your time at a conference "personal time." The people you run into certainly won't say to themselves, "Oh, I'll give them a pass. It's probably their personal time!"
Enjoy It!
Most of all, try to enjoy your time there. If you don't look like you're enjoying yourself, other people will pick up on that. It's hard to make or strengthen professional connections with people when you look like you are just going through the motions. Be sure to remain positive and enjoy your time there.
Next time you head out on work travel, I hope that these tips will be useful. Feel free to leave comments, or find me at a conference sometime! As always, please subscribe so you can get my latest updates, and be sure follow me on Twitter or LinkedIn.