Conferences are a great way to network, learn about new trends and technologies, and showcase your own skills and ideas. However, attending a conference can also be overwhelming, especially if you are new to the scene. For the uninitiated, industry conferences especially can feel overwhelming and hard to prepare for.

Article Sections – Feel free to skim or jump to where you think you’ll find the most value:

1. 15 Tips for Conference Success
2. 18 Tricks for Networking Like a Pro
3. 10 Hacks for Getting the Most from Break Out Sessions and Booths 

With so many sessions, vendors, and attendees, it can be difficult to know where to start. But don’t worry! With a few simple tips and tricks, you can make the most of your conference experience and come away with valuable insights and connections. This guide will help you get the most out of your next aviation conference or any industry conference where you want to spread your wings and glide above the noise (all puns intended). Read on for some of the best tips we’ve gathered from our industry conference pros.

Getting Off the Runway: 15 Essentials That Will Prepare You for Maximum Conference Success

Whether it’s your first professional conference or it’s been a while since you’ve been able to attend, this section will help you make the most of all the exciting things to come. 

 

1) Get Clear About Your Goals

To get the most from any conference, especially an aviation conference as in depth and varied as ours, you must be prepared for your specific needs. Before you embark on strategizing ask yourself:

• Are you here for sales and connecting with prospects?
• Is this an opportunity to connect with some suppliers in a more casual environment?
• Are you trying to make new valuable connections?
• Could this conference be a great opportunity to learn from thought leaders and leading innovators in your space?
• Are you looking for career advancement opportunities?
• Do you need a little bit of R&R with people in your industry who get it?

All of the above are possible but it’s worth noting that if you’re clear with your goals and needs at the outset you’ll have a much better time overall.

 

2)  Make Sure that You Capture the Essentials

Latching onto number one above, it’s important to realize that prioritization will be clear. Once you’ve determined your key priorities it will be easier to determine what events are a good fit, and who exactly you need to see and hear.

Pro Tip: Try to keep a short list of absolutely essential booths, events, people, and talks so you can stay on track while opening yourself up to a bit of flexibility.

 

3) Research as Much as Possible

With so many speakers, thought leaders, companies, or prospects you want to connect with it’s important to make sure you’re planning for the right conversations, and have something to say. For speakers you can watch videos or engage with their material. Are you thinking of a new career path, or a potential prospect? It’s always a great idea to take a look at social media channels or sites for new exciting announcements you can connect over. 

 

4) Who’s Going to Be at the Conference?

While you won’t be able to get a full list of attendees, some digging on LinkedIn or one of the many marketing tools out there can help you make some educated guesses. 

Pro Tip: Don’t be afraid to dig through social posts from previous years; if you’re looking for a particular person or topical area these can be valuable treasure troves of data. 

 

5) The More the Merrier: Try to Pre-Network with Old Contacts or Friends

If you’re needing an introduction or way to restart an old conversation without being awkward this can be a great trick. If you’ve met someone in years past or a person you’d like to chat more with, this can be a great way to build out your contacts. 

 

6) Plan Your Schedule (& Make Sure to Get the Conference App if they have one)

Most conferences have apps, which will give you a nice edge to get acquainted and soak up all the information you can before the event. If possible make a list of the sessions that you absolutely want to attend, and prioritize them based on their relevance to your work and interests.

Don’t be afraid to leave room in your schedule for impromptu meetings and networking opportunities. You never know who you might meet or what exciting projects you might get involved in!

Pro Tip: Prepping the basics like apps and showing up early the day of can keep you from fumbling and wasting time with things you could have done before attending. 

 

 

7) Pack Your Essentials, and Then some! 

While you probably don’t need help packing for a trip it’s worth mentioning that there are a few essentials specifically for conferences that are worth making sure you have: 

• Business cards and more business cards – You may not be a fan but the worst thing that can happen is running out of business cards when you need one.
• Pens and notebooks. – Most conferences include them in their swag bag, but it’s never a bad idea to have spares.
• Company Promotional material – As with many of the items you shouldn’t forget on this list, your company probably has some branded swag you can pass out. It could help someone in need and serve as a useful business card in a pinch.
• A power strip, USB-A or C chargers, and some extra cables if you have them – You never know who you might meet by lending a hand. At bigger conferences, even when charging stations are provided, power plugs can often get congested. 
• Mints and/or Gum – Few things are worse than halitosis when in conversation. Keep something on hand in case you get caught with coffee breath, dry mouth, or need to politely down a piece while offering the same to someone you’re speaking with.
• Chapstick, Deodorant, Bleach Pens, etc – Traveling and new environments can be tough on yourself and your clothing, try to plan for whatever minor items you may need to stay comfortable. 
• Hand sanitizer – It never hurts to limit germs and freshen up on the go.
• Hand lotion – If you’re planning on shaking many hands, and we hope you are, some lotion can keep you from giving a rough first impression.
• Snacks for the conference floor – All your daily activity might tire you out, so be sure to prepare as best as you can.

 

8) Avoid Burning the Candle at Both Ends

It’s best to clear your schedule out as much as possible before you head out to the conference. But it’s also important to keep yourself in peak form throughout the event. Try to make sure you’re sleeping, showing up ready to work like you would for any other function, and don’t go too crazy on junk food while you’re on the road. 

Travel can mess with your routines. But sleep, exercise, and diet can all have a major effect on your mood and energy. When you go to a conference, have a plan in place to make sure you don’t grab what’s easiest—which is usually some kind of fast food.

 

9) Pre-Connect on Social

Of course you’ll want to be tweeting during the event (#moreTipsIncoming), but it’s not a bad idea to engage with people on social media before the conference starts. There’s sure to be many companies and speakers already getting prepared for the event and you can start to warm them up before you even get there. Social media crosses over from online to offline at events, making it one of the best places to be active. Even if you’re not typically a big user of social networks, now is the time to become one. 

 

10) Dress For the Occasion, but Don’t Forget to Be Memorable

While most industry events don’t have a strict dress code it’s important to remember that this may be your first and best chance to create an impression with future employers or customers. While there are certain audiences who may find overly formal attire suspicious (you don’t want your new engineering buddies thinking you’re in marketing) in general try to look as professional or a little more professional than you normally dress. 

Pro Tip: While it’s key to dress appropriately, don’t shy away from an eye catching or memorable article of clothing. The goal isn’t to be garish or obnoxious, but it can certainly help folks remember you if you bring your own company colored lanyard or wear a hat or tie in line with your company’s colors. 

 

11) Orient Yourself Early

Familiarize yourself with the conference space so you don’t get lost. You don’t want to miss important information, or for a roomful of people to form a negative first impression of you by showing up late. Best of all, you can help others get oriented which can open up more possibilities for connection. 

 

12) Try to Stick Close

The conference hotel is where most conference attendees will be staying. Staying in the conference hotel gives you more opportunities to network with attendees and chat with speakers in a more casual setting. It also allows you to potentially connect with people after hours and during off moments.

Unless you’re really needing to adhere to a strict budget, the reduced headache, networking opportunities, and convenience of staying closer or in recommended hotels is usually well worth it.

Pro Tip: Don’t be afraid to stay an extra day. If you can spare the PTO an extra day to do all your post conference follow up, as well as make some unhurried last minute connections or being helpful in hotel lobbies, can be a great way to cement some new relationships or get in some last minute conversations you weren’t able to have on the floor.  

 

13) Set an Out-of-office Reply

Let’s be honest: You’ll probably be checking your work email during the conference. But even if you are, you definitely won’t be able to respond at the same clip as you do in the office. Make sure prospects and customers know why you’re being a little slower than usual. 

 

14) Strategize with Your Team if You Can

If you’re attending the conference with your team, utilize that to see as much of the event as possible. If each of you attends the same sessions and events, your company might as well have only sent one of you. Splitting up for workshops will maximize how much you’re able to absorb and ensure that each of you has unique insights to take back to your company. Plan to get lunch or dinner each day to regroup on key takeaways. 

Leverage your headcount and work together to divide and conquer.

15) Relax & Don’t Expect that You’ll be Able to Catch Everything

A lot of conferences are huge, with many concurrent sessions. Even a single-track conference can be overwhelming. There is no way to meet everyone and absorb all of the information. Do your best to stay calm, enjoy yourself, and don’t forget that asking about a session you may have missed can be a great conversation starter.

 

18 Tricks for Networking Like an Old Pro

Networking is one of the most important aspects of attending a conference. Not only will you have the opportunity to meet new people, but you can also learn about new ideas and trends, and make valuable connections that will help you in your career. Here are a few tips to help you make the most of your networking opportunities:

 

16) Be Open to People That Want to Meet You

Don’t go with the idea in mind that you’re there just to pitch yourself or your agenda. Listen to others and you’ll be surprised at the amazing relationships and opportunities that open up.

 

17)  Get On the Lists for Social Events

Parties, dinners and mixers are great opportunities for networking and socializing. You can contact the conference organizer ahead of time for information and details. If it’s a large event conference #hashtags and Eventbrite can often help you find excellent after hours networking opportunities.

Pro-Tip: Never be afraid to ask. Many companies are often hosting parties for a few key vendors and would gladly appreciate extra guests so it doesn’t look so sparse.

 

18) Keep in Mind Most People at the Conference Are Just as New To This as You

That is, they go, thinking that they will know few if any of the other attendees. During the various sessions, introducing yourself to other people and keeping a casual attitude can help you make new connections and seem like a seasoned conference attendee.

 

19) Prepare Your Elevator Pitch

Going back to earlier points on preparation, don’t fumble when introducing yourself. Networking is a crucial component of attending industry conferences. Prepare a short, memorable introduction, known as an elevator pitch, to use when meeting new people. This should include your name, your company, and a brief description of what you do.

How can you come up with a memorable elevator pitch? Some key components are:

• Coherent
• Expressive
• Passionate

You want to say what you do, in simple terms, that demonstrates why it matters. Feel free to work in an example with a short story—examples can help you stick in people’s heads.

 

20) Prepare Some Simple Conversation Starters or Questions.

Is it a little weird to script conversations? Maybe. But isn’t it better to have some simple conversation starters than it is to hang around in the corner on your phone without talking to people?

 

21) Don’t Forget Demo Materials

While you shouldn’t expect to be giving full-on demos and pricing RPQs, make sure that you have an elevator pitch prepped for your company as well as yourself. You never know when a friendly chat could turn into valuable business. 

 

22) Keep Your Badge Visible

Just like you shouldn’t be hesitant to check names and make sure you have them nailed from the start, don’t hesitate to keep your own name tag handy so other people can easily and un-awkwardly grab your name and info. The lanyard or nametag may feel uncomfortable if you’re not used to it but it will help lower another potential barrier to networking. 

 

23) Travel with Other Attendees

Are you driving? Got room in your car? If the event is in another town, ask around to see if anyone local wants to travel together. Make a road trip out of it. Or better yet, offer folks rides. Usually conferences will have a crush of attendees trying to move after the day is out or during breaks; if you’re all going to the same place, there’s no reason not to make some new friends.

 

24) Afterparty! But Not Too Hard

Some of the best connections are made at after parties. Save some energy for later in the day where you can expect conversations to get more candid. Just make sure that you’re not overindulging yourself. 

 

25) Introduce Yourself to the Organizers

They’re easy to find and they’re happy to help. They also love feedback. It’s easy to make the day of an organizer with a few kind words. Plus they’re often the conduits for key information and the best events. 

 

26) Always Have an Exit Strategy

Knowing how to artfully excuse yourself from a conversation is an essential skill to have in any social situation. It’s important to not let your social battery run out too quickly during a conference. The simplest way to end a conversation would be to thank the person for their time and politely excuse yourself.

 

27) Set Up an Event Outside the Conference

If you’re feeling adventurous, it doesn’t take much work to set up an impromptu meeting or casual drink-and-learn if you’re able to facilitate it. 

 

28) Eat Lunch with People

Lunch might be the easiest time to connect with new people. At lunch, everyone is naturally milling around, without much direction. People are looking for places to sit and eat. All you need to do is walk up to a table that’s starting to gather people and ask “do you mind if I join you?”

 

29) Make Content About the Conference

Content produced during a conference always does well. Most people will wait or lose the initiative and never get around to it. Take advantage of slow moments to produce quick posts and content. This can also help you connect with other attendees, speakers, and companies who usually appreciate the assist. 

 

30) After the Conference Follow Up

You should have a number of business cards from people you’ve met. Send an email or LinkedIn invite summarizing an interesting point from the conversation and keep conversations going while they’re fresh.

Pro Tip: The people you contact will probably be as tired and inundated with emails as you; don’t forget to follow up a few days or a week after the conference.

 

31) Connect Socially

In addition to the follow-up mentioned above, be sure to connect socially on LinkedIn, Twitter, etc to stay in contact. Send a brief message with your friend request, reminding the person who you are and thanking them for the time they spent speaking with you.

 

32) Know Your Audience

It’s important to always try to match your conversation and question to the specific person you’re speaking with. Few things can be more jarring than a misplaced comment. Likewise, if you’re looking for new career growth there is likely to be a certain expectation for what kind of professional bearing you have. 

 

33)  Keep Good Records

If you can, try to keep a record of the people that you meet, including their names, job titles, and companies as well as any relevant conversation tidbits. This will make it infinitely easier to connect later and help you track which connections are the most compelling. This can be especially true with sessions – after multiple days of exciting new information, things can start to blend together. 

 

10 Hacks for Maximizing Sessions, Booths, & Learning Opportunities

34)  Make Your Notes Actionable

Your notes will be a combination of information, quotes and ideas. The real work begins when you’re back at work, reviewing everything you learned over the last few days.

 

35) Take Pictures with Other Attendees for Easy Social Media Content

If you need content for social media, take a picture with the people you meet!

 

36) Sit in the Front Row

The best seats in the house are often empty. You paid for the ticket, took the time to go, why not sit up front? Most importantly speakers and panelists will appreciate not having to speak to an empty few rows of seats. 

 

37) Don’t Be Afraid to Strike Up Conversations

More popular booths and panelists can often get overwhelmed; don’t shy away from connecting with folks who may not be as busy. They will surely appreciate your company and you may find that it’s easier to connect when folks aren’t as overwhelmed. There are hidden gems in those trade show booths. If you’re expecting to get a sales pitch, you might be surprised. People in the booth are often just glad to have someone to chat with.

 

38) Don’t Be Afraid to Bail Out of Bad Sessions

If you’re not sure the session is right for you, it’s not a bad idea to take a seat toward the back and head out if it’s not your cup of tea. Time is at a premium during conferences and it’s best not to waste other educational opportunities if you can avoid it. 

 

39) During Q & A, Ask Questions that are Relevant to Other Attendees

Remember tip #3? If there’s time for questions after a session, be the first to raise your hand. When you stand up to ask your question it keeps the flow of a talk going and reduces awkward pauses. Most importantly, an educated question is of huge value to other attendees and an excellent opportunity to make a first impression.

 

40) Be Memorable: Get a Book Signed or Get Even More Creative 

If you’d like to meet a speaker who is also an author, this is an easy trick. Bring a book and ask them to sign it. If you find a time when there aren’t a lot of people around, you may be able to strike up a great conversation with someone influential in your space.

 

41) Follow Up at the Conference, Don’t Wait to Reach Out!

Trading business cards is great. But it’s also easy to collect a bunch of business cards and then never hear from someone again. 

 

42) Don’t Forget to Connect with Your Customers

Although you may have exchanged plenty of emails with your clients over the last few months, an in person meeting is always valuable. If things aren’t going so well, this is a great opportunity to address any issues before you get that dreaded cancellation call. But don’t feel as though you have to solve every problem today; talk through any high-level concerns your customer may have and then set a follow-up.

 

43) Follow Up with Prospects

You’ve set up meetings with prospects. Now, put that time to use. Listen to their anxieties and concerns, and demonstrate how your product can help address those issues and bring their business to the next level. Don’t go into these meetings expecting to close deals on the spot. 

Pro Tip: If you are attending the conference with colleagues, coordinate your schedules so that you can attend the sessions that interest each of you the most and are most likely to have key prospects in attendance or speaking. 

Conference Attendance Matters No Matter Where You are in Your Career

No one likes to be seen as stale and out of touch with the trends in their industry. Whatever your specific goals when attending a conference it’s important to remember that this is your opportunity to make valuable connections with some of the most influential people in the aviation industry. 

Attending a conference can be a valuable and enriching experience, but it requires careful planning and preparation to get the most out of it. By following these tips and tricks, you can make the most of your conference experience and come away with valuable insights, connections, and memories. So start planning your next conference today and get ready to take your professional skills and network to the next level!