It doesn’t matter if you have been to hundreds of conferences or if this is your first-ever conference, I hope this Conference Survival Guide is useful for you and makes your visits more fun and relaxing.

Conference Survival Guide

So in this Survival Guide to a Conference, I wanted to go through just some basics. These are not some hard and fast rules so feel free to pick and choose what works for you. Below are some links to different sections of this blog to make things easier to navigate:

1. Why Do I need a Conference Survival Guide?
2. Before You leave Home
3. On The Day
   1. What to take on the day
4. When you Arrive at the Venue
5. General Conference Etiquette
6. But I'm shy/uncomfortable at conferences
7. After the event
8. Conclusion

Why Do I need a Conference Survival Guide?

Conferences and events can be huge in size with thousands of visitors. It is therefore easy to get overwhelmed, and exhausted and social anxiety could take over.

So I want to help you. Genuinely, I want you to have a better experience of being out there.

You may think that a lot of this blog is common sense but I ask you … as you read this … do you know a person who doesn’t know this? Is someone new to events and conferences? Maybe point them to this blog!

Conferences – they can be fun!

Before You leave Home

Packing for the event

Packing is always stressful,  so here are some tips I hope will reduce some of that stress!

Clothing – What to wear

This is completely down to you. I have made some suggestions, however, you may have your own ‘style’. Set your standards.

The following is my list, feel free to steal the relevant bits for you:

• Good shoes, not knackered old sneakers/running shoes.
  • Don’t wear new shoes either!!
  • Comfy shoes are the order of the day,
  • Ensure they do not rub,
  • I use decent boots, Dr Martins, Converse,
  • You will be doing loads of miles so get comfy! (my record is 29,000 steps in one day).
• Wear comfortable clothes but not scruffy,
  • Dress appropriately for the wider crowd,
  • I usually wear jeans, a shirt and a jacket without a tie,
  • Avoid comedy/rock band t-shirts and board shorts, yes, it is a look, but think about the rest of the attendees and what they will be wearing,
  • Wear a cotton T-shirt under your shirt – even on hot days, it helps to reduce sweat patches!
  • A pale shirt will cover up sweat patches but is also susceptible to coffee stains,
  • Jeans/trousers should fit you … no one needs to see your Batman underwear

@SailingBikerUK

Bag – What to carry

The crucial key to conferences is definitely travel light. The less you have the better!

Your bag may be searched – be aware of taking inappropriate items that might get you banned from the event space.

• Ditch the laptop, if you HAVE to take a screen, go for a tablet,
• Phone,
• Backup battery packs,
• You may be picking up merch, so ensure you have a rucksack/bag to stow it in,
• Notepad and pen (although you can probably pick these up if you are lucky!),
• Headphones:
  • Have a pair of noise-cancelling headphones e.g. Loops or in-ear headphones,
  • If you need to escape and decompress, these are good to block out the noise rush of the event,
  • They are also useful for travelling to/from the event.
• Water Bottle
  • The prices in the central area at most events are prohibitively expensive. Take your own water.
• Food
  • I’d recommend some snacks, Nutri-Grain bars, or similar, are good to at least get some food in your body.
  • The event food is extortionate – KEEP ALL RECEIPTS !!
• Have your ticket printed out and ready for the event in advance

Plan for the event!

• Plan in advance, who you want to see, seminars, meet-ups seminars etc.
  • Use the App to create lists of talks ready.
  • App Link
• Follow LinkedIn/Event App/Socials to see who from your contacts are going and if so, arrange to catch up with them,
• Have a list of your known contact names next to companies you know to remind you of that person…

“Is Dave here?

Dave?

He’s got the weird eyes and the hairy ears, weird long arms, smells a bit funny, y’know him, with the beard”

It’s me, I’m Dave … I shaved my beard.

• Bookmark companies in any event app you want to see and talks you want to see.
  • Add contact names so you can ask for someone on the stand if you want to chat.
• Have a Plan B for each night, no point in going all the way to an event to sit in a hotel room on your own each night!
  • There are usually lots of side events so register for those to keep the networking going,
• There’s lots going on, but make sure you get the right tickets!

On The Day

Before you Leave Home/Hotel

• It may seem obvious, but it does need to be said..
  • shower,
  • brush your teeth,
  • change your clothes,
  • wash your hands.

• Have a decent breakfast too, you don’t know when you will eat next.
• Never assume that
  1. the venue will have food
  2. the food will be edible
  3. you will be able to afford the food
• Personal hygiene will be your number-one killer at any event
  • It could well be a long day so consider a pocket-size deodorant and use it at lunchtime,
  • If it’s hot, think about face wipes to freshen up with.

What to take on the day

Travel light – the golden rule!

Leave as much as possible secured in your hotel room or at home. Really pack light, extra kilograms to carry will just tire you out.

• Whilst at the event, use your pockets,
  • Phones go in the inside pockets of your jacket on silent and vibrate,
  • Business cards go in the ticket pocket of your jacket.
• You should carry a couple of notes of currency but just be aware, food at these places is usually really expensive!
• Be comfortable and keep your hands free,
• Wear a small rucksack/handbag to put all the stuff you’ve emptied from your pockets,
• Business cards, take loads,

YES BUSINESS CARDS

old skool is the new skool!!

• Also, put a small box for the business cards you collect (pack a Sharpie to write on them with),
• Make sure you pack a pen to write on their cards what you talked about.

At this point you’re clean, dressed presentably and ready to go. So time to set off !!

It’s going to be a long walk !!

Travelling

• Do you know how to use the London underground?
  • Take your debit/credit card/phone,
  • Place it on the turnstile round disk,
  • It’ll beep,
  • Really noisily bang open,
  • Walk through,
  • It’ll close behind you.
• Use the App Tube Map by MapWay (LINK) – it’s really good for planning!
• BUT … a lot of big cities are surprisingly walkable,
• Leave with plenty of time, public transport can get busy … really busy. So ensure you have all your valuables safe, and close at hand and don’t leave your headphones on noise cancelling mode – listen to your environment, listen to where you are. Listen to the next stops,
• Have some kind of idea which stop you are getting off, plan ahead!
• Bus, tram or train? Pick your poison!

When you Arrive at the Venue

Before you enter the building

Find a space, I’d recommend away from the front door.
Take some time for some quiet time.
I would recommend a quiet meditation before you go in.

A what?!

Yes, take some quiet time to ground yourself, get your head together, and get ready.

The acoustics are really loud in venue spaces and with a few thousand people in there, vendors scanning your badges, people shouting into microphones selling their wares … it’s going to overwhelm your senses. So take a break.

Use those headphones I suggested in your kit. Load an app called The Zensory:

The Zensory

Google: https://play.google.com/store/apps/details?id=com.thezensory.app

Apple: https://apps.apple.com/us/app/the-zensory/id1582845981

• Hit Relax
• 3 minutes or 10 minutes
• Select something like Beach or Ocean

Thank me later.

And yes, you might see me outside doing the same. Give me a few minutes and when I take my headphones come over and give me a hug!

It’s OK to understand that you may be feeling anxious. Mental Health is as important as the hydration you will be doing when you enter the venue. Have a big drink of water before you go in.

On Arrival

• Have your ticket detail ready!
  • Printed out, in your hand.
• Use the cloakroom to ditch your coats, bags, jumpers, umbrellas, llamas and significant other people
  • You need to travel light.
• Turn your phone to silent and vibrate.
  • Don’t be the person in the middle of the Keynote with “Chemical Brothers” on full blast.

Find the correct hall, and show your badge to a nice person who will scan your badge .. this will happen a lot, get used to your badge being scanned!

• For the first job, walk around the venue, work out where loos are, and drinks are and get yourself comfortable.
• Find the quiet spaces where you can take a break to and where all the loud bits are.
• It’ll be tempting to start speaking to vendors immediately, but get a lay of the land first then come back to them.

General Conference Etiquette

Why is a conference?

• Conferences are paid for by vendors, expect a vendor pitch or (twenty) two.
• Most conferences are there to connect vendors with future clients or employees:
  • Expect lots of conversations and actively seek them out too,
  • Use that hitlist you created earlier.
• Take your time:
  • Wander first and orientate yourself,
  • I’d also recommend on your first walk-around see if you can book a time slot with key vendors, it’ll help them with planning too.
  • Do the stands you need first,
  • Then take in the sights.
  • Each company you meet might be a potential employer, behave!
    • Yes, their products might drive you mad and the salesperson is a pushy wotnot .. but .. bite your tongue
• Swag (see below) is only handed over in exchange for your badge being scanned – be polite and understand why they are there too.

Seminars/Talks

• Get in the queue for seminars early, I have missed many great seminars because the queue was too long.
• Don’t try to go to every seminar, pace yourself.
• It is not nice to kill a presenter on stage, don’t be snarky or have an agenda when asking questions.
• Anyone can be a smart-arse and show off superior knowledge, conferences are not for that.
• After a seminar, if you have a tricky or difficult question, call by the vendor stand to ask the question.

Food and Drink

• Drink water – lots of water,
• Avoid alcohol in the event if possible unless it is the end of the day and you are being sociable,
• Food and drinks inside the venue tend to be expensive, find a local supermarket instead,
• Get fresh air at lunch,
• Go outside at lunch even if it is raining.

Swag (freebies)

• Swag is only handed over in exchange for your badge being scanned – be prepared for that junk mail and sales calls in exchange for a pen that barely works.
• Be aware of free tech e.g. USB pen drives, you don’t know what they really contain, after all … this is infosec after all!
• Free hands are useful for picking up swag but don’t get suckered into free bags.
• If you’re going to take swag, you’ve got to carry it, get a decent bag and don’t get greedy!
• Most swag only costs pence to maybe a couple of quid … realistically, it’s not that great!

The superstar Richard De Vere

Walking around Generally

• Walk with a smile…
  • I know it’s 8 am and you’re tired … but if someone spots you and wants to go over and talk to you, they’ll avoid you if you look grumpy,
  • First impressions and all that!
• Tweet, Instachat, Snapagram lots
  • use the right hashtags for the event
    • #WhichConferenceAmIAtAgain?!
  • Social media is a great way to engage with new contacts and meet old ones too.
• If you receive a business card, thank them politely, pass them your card and put their card in your outside jacket pocket. When you are away from them write on the card any actions you need to do and then stow that card securely.
• Enjoy it, but remember, there is a reason you went – make sure you don’t leave without that objective being completed.

The people you meet

• People you talk to on Twitter and LinkedIn will not know you in real life,
  • Know the difference, and, introduce yourself and treat them like a human,
  • Hashtag IRL for reals.
• Rock stars in your industry have no idea who you are, be respectful and treat them like a human.
  • Before you completely fan-boi yourself, know what you want to ask them,
  • Don’t just stand there grinning inanely!
  • They are there as they want to meet people too and find out new stuff for themselves.

@Cytix

But I’m shy/uncomfortable at conferences

Conferences are a people space.

If you are shy or uncomfortable, the first thing to recognise is that you are not alone in feeling that way.

• Plan for – what do you say after you say “Hello.”
  • Think about having some pre-prepared openers if you want to talk to someone:
    • Hi, how are you?
    • What are you up to these days?
    • How are you finding the show so far?
    • Are any stands worth going to?
    • Seen any good talks?
    • What talks do you recommend?
    • Are you doing BS Bingo too?
• You’ll likely meet people you know.
  • How cool is that!
• With people who know you, you can relax a little.
  • Know to create some space and allow them to move off if they want to.
• If you feel like you have a tag-along, recognise that they may be feeling similar to you and are feeling vulnerable themselves.
  • Maybe try introducing them to another of your friends if you need the space.
• Most event managers have their event coordinator table so try and find them.
  • They might be able to give you access to a quiet room or space if you need a break.
• Consider going outside if you need a rest away from the sensory chaos.
  • Possibly do this every couple of hours to get some fresh air.
• If you can escape, go for a walk away from the venue
  • put your headphones on
  • use the 3-minute Relax mode from The Zensory app.

It’s OK to not be OK.

If you are struggling. Just walk away from the event. Go for a walk along the front away from the event space, to the hotel area. Have break.

After the event

Decompress – allow separation from the event to the next activity. Breathe, gather your thoughts.

Aftershow parties

Behave at parties! Don’t be THAT person.

• Drink responsibly,
• Some sectors are rife with sexism, be respectful of others,
• Be aware of who you are talking to at an after-party, where they work and their reasons for talking to you,
• Treat every new person you meet as your new boss,
• Some after-show parties have free beer and food paid for by a sponsor.
  • Respect them for that, and say thanks,
• Be aware that you might need to buy drinks at some point.
  • Drinks can be expensive,
  • Know your bar tab limit before realising you can’t afford that round.

Busy Afterparties!

• Afterwards, have somewhere to crash and recuperate.
• Don’t drink and drive – always cab or walk.

Post-event wash-up

• When you get back to your hotel room go through your swag and ditch the useless stuff like duplicate notebooks etc. Potentially leave it for your cleaner with a nice note, “Saw this and thought I’d treat you – thank you for cleaning my room”,
• Ditch any brochures, or product guides for vendors that do not relate to you,
• The train journey home is a good place to think about the event,
• Write emails to everyone you met to say thanks for a great show and that you’ll follow up shortly with them,
• Spend some time writing up the show on a pad, who you met, what was good, and what you didn’t like or didn’t see,
• If you missed a particular seminar, contact the person who gave it and ask them if they could have a chat with you, look out for downloads of presentations too,
• Don’t do any of the above if you’re still drunk from the after-show party!
• When you get back to your place of employment, try to be subtle with the swag, it may give off the wrong impression – i.e. you just went there for the fun,
• Try writing a blog for your employer about what you learned at the event.
  • It helps you sharpen your creativity and communication skills.

Conclusion

Events and conferences can be great fun. I love them. I learn a lot from them, what’s happening in the industry, how my friends are doing as well a making new friends.

If you have any top tips, then fire them over to me below and I’ll add them to the list.

If you see me at any of the events, please feel free to come and have a chat.

Thanks.

p.s. I’m a hugger … if you’re having a bad day at a conference I am at, come and give me a hug!!