Conferencing 101 – How to Prep for a Conference

Attending a conference can be intimidating. Preparation is key to making the most of it (I learned this the hard way). From packing to networking, this article has you covered. Follow these tips and you’ll be a conference pro in no time. 

Planning & Prep

Three keys:

  • Mark all conference dates and session times in your calendar.
  • Research speakers thoroughly and jot down talking points.
  • Bring a notebook for in-person notes, even if digital options are available.

The Importance of Planning

Planning is not just a step; it’s the key to success. My dad says, “Failure to prepare is preparing to fail.” So ,take the time to plan and mark everything in your calendar – right down to the individual conference sessions you want to attend – date, time, location and speakers you want to hear. This way, you’ll feel prepared and in control, with everything right in front of you and hard to miss.

Pre-Conference Research

Before you go, download any apps associated with the conference or check out the conference website to find out who is speaking and research them. Look up their LinkedIn, their agency or company, what college they went to and write it all down in your little notebook. This information can help you start networking conversations and relate to speakers.

Build a schedule for the sessions you plan to attend and talk it through with fellow members, mentors or advisers to make sure you’re going in with the right focus. If you’re on the fence about any, now is a good time to get some advice on how to choose the best sessions. 

Pre-Conference Preparation

One month before: You should know all the key information – conference dates, travel plans, hotel details and who you’re traveling with. Get all of this information into a single document and check it with your delegated leader so you know it’s accurate. Keep in mind ICON happens in October or November, District Conferences start in February and Leadership Assembly is held in March or April. 

Two weeks before: Confirm all your travel arrangements. What time are you leaving? Who are you traveling with? What time are you leaving? There’s nothing worse than missing your flight, bus or train because you’re not prepared. Trust me, I know what it feels like. This is also a good time to plan your wardrobe (more on this in the section below). 

Two days before: Connect with the other attendees to double-check travel and hotel information. Confirm where and when you’re meeting to leave. If it’s an early start, set multiple alarms. If applicable, make sure you have the contact info of your travel companions on your phone, in case there’s a last-minute change or emergency. Pack your bag and double-check you have everything you need. Also, make sure you’re registered and and your hotel room is confirmed. If you are flying, download your airline’s app and make sure you have all the information you need to check in for your flight. 

When you arrive: Hit the registration to check-in and pick up your badge. Arrive at least an hour before the first event so you have time to walk around the venue and get familiar with the layout. Build a mental map of the conference venue, where each room is, where the restrooms are and where you can grab coffee. 

At the conference: Double-check your daily schedule the night before. Check what speakers are coming up and make sure they’re on your calendar—don’t miss any sessions. If you want to get the most out of it, you have to dive deep and not just touch the surface.  

Dress to Impress

Three keys:

  • Choose versatile items that mix professionalism with comfort.
  • Work on a capsule wardrobe so you can pack less and have multiple outfits.
  • Pack an extra outfit for unexpected spills or accidents.

Dress Code

You can’t dress like a student; it’s a conference. Business casual is the way to go. But everyone says business casual; what does business casual actually mean? Technically, it means black pants or “dark jeans,” (regular jeans are a no-go); as a young professional, you want to look and be professional. For feminine outfit styles, that means blouses or shirts. Bring a bright jacket. Stick to neutral colors that go well together and provide contrast — white and black look smart, work well together and look professional. For masculine outfit styles, that means polos, button-ups or sweaters. Sticking to dark-colored slacks and complimenting with some fun or simple blazers will give you that polished, put-together look that works perfect for comfort and professionalism. Dressing professionally not only shows respect for the event and the speakers but also helps you make a good first impression, which is crucial in networking situations.  

What’s In Your Bag?

Some great things to pack in your bag to make sure you’re ready to tackle a full day of conferencing include your calendar, notebook, portable chargers, a water bottle, business cards, snacks and maybe even some gum! Packing with professionalism (and your comfort) in mind helps set the tone for the entire experience.

Networking 101

Three keys:

  • Create a list of LinkedIn connections and add a note for each person about where you met.
  • Try to meet at least five new people each day.
  • Show genuine enthusiasm—people remember energy and interest!

Use LinkedIn Effectively

Networking is not just a task, it’s an opportunity to make meaningful connections. Make LinkedIn your best friend. Do your research. LinkedIn is like your ongoing resume, starting from when you’re a student and continuing into your adult career.

Finding Commonalities

When you meet someone, try to find commonalities. Here’s an example from my ICON 2024 notes:

  • Phillip Tate, APR, Fellow PRSA — President of his own strategic communications firm — We met at ICON, told me his grandpa said, “You give me 5 minutes with anyone, and I’ll find a commonality.”

The goal should always be to make a connection.

New People:

Most importantly, don’t sit with the people you know; find people you don’t know. Go into it energized — they can sense your energy and excitement. They can also smell your fear…

Picking the Right Sessions

Four keys:

  • Don’t hesitate to leave a session if it doesn’t resonate — find one that does.  
  • Take quick notes on each session’s highlights and takeaways for future reference. 
  • Meet and chat with session speakers if possible; they can provide deeper insights and industry tips. 
  • Plan to arrive early to each session, as this helps with both seating and networking. 

Choose Your Sessions Wisely

Find a session that interests you. During some Conferences, multiple sessions will be going on simultaneously, so you can choose which one you want to attend. Also, make sure you read the description of the talk; otherwise, you may not have any idea what you’re walking into. 

Embrace Curiosity

It’s okay if you go to a session and that makes you realize that you don’t want anything to do with that side of things. For example, I realized at ICON that I did not want to do sports media, and it didn’t excite me. But it’s important to learn that in order to find out where you want to go. It’s also okay to know what you do want, and you can tell the professionals that — tell them what you’re interested in — that is the goal. Find something that excites you. 

Example — The Art of Storytelling

I attended a session on “The Art of Storytelling” by Scott Pansky, Senior Partner, Author, Co-Founder and Social Impact Lead at Allison Worldwide at ICON 2024. It was utterly enlightening. He had activity books and beach balls getting thrown around the room. The session stood out, but I had no clue it would until I attended. He said, “Nobody can tell your experience aside from yourself.” I immediately thought this couldn’t be true—there are autobiographical stories—but no one can tell your story like you; you can also choose what to hone in on or avoid.  

Building and Organizing Your Contacts

Three keys:

  • Add notes about mutual interests to each contact to make future conversations easier. 
  • Create a contact spreadsheet and review it periodically — follow up every few months. 
  • Personalize your follow-ups with specific references to past conversations or shared interests. 

Creating a Contact Spreadsheet

Aim to walk away with AT LEAST 5 professional contacts. Some great advice from Colin Wylie, one of the speakers at ICON 2024, was to create a spreadsheet of your professional contacts  – making a column for their name, their company, where they are based, their contact information, alternative contact information or their address (there are ways of asking someone for their address professionally, such as saying, “I wanted to send you something. What’s your office address?”). You can also make a column with their LinkedIn link and the last time you reached out to them, as well as a note on how you met them, why you met them or where and when, because it can get confusing.  

Hot tip: When you connect with someone on LinkedIn, send them a message right away with something like “It was great to meet you at XYZ, thanks for taking the time.” This can serve as a reminder of where and when you meet, for both of you, if you ever need to message them in the future. 

Connecting with Your Peers

You should also have a section for students you meet because you will meet many students. Also, connect with the PRSSA National Committee if they are available onsite and add them to your list — those are some of the most ahead-of-the-game students out there.  

Reflecting and Applying What You Learned

Three keys:

  • Reflection solidifies learning; consider journaling or creating a summary of your experience. 
  • Sharing learnings online and with your Chapter members shows initiative and makes your growth visible to potential employers. 
  • Implement at least one new strategy from the conference in your academic or professional work within the month. 

Implementing Lessons

Most importantly, capture what you’ve learned. Capturing what you’ve learned means not just absorbing information, but actively reflecting on it, understanding its implications and finding ways to apply it in your professional life. Figure out how you will implement these lessons and not just listen to them. Listening is one thing, but the takeaways are a whole different story. Write about it, make a video or blog about it, add it to your LinkedIn and your portfolio. This key skill is captivating for professionals and our future employers.

Whether it’s ICON or another conference, I hope these tips will help you turn up looking and acting like you attend conferences for a living.  

Lily Beechinor-Collins is a University of Colorado at Boulder student studying strategic communications with an emphasis on PR and a minor in journalism in her second year. From March 2024, she was the summer fundraiser for the CU PRSSA Chapter, helping to lead a fundraiser to send six students to the PRSSA ICON Conference, where they raised $6,900. She previously raised over $11k for charities related to ALS awareness. As a freshman, Lily was a CU Buffs women’s basketball team manager. She loves pickleball and is passionate about content creation and video production.  

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