How to Effectively Network at a Conference

Conferences, conventions, and professional meetings offer a great opportunity to network with executives and professionals. There are many kinds of conferences and events that can be utilized for effective networking. These include professional organization annual conferences, regional or local professional meetings, trade shows, alumni events, personal interest-based meetings, and just about any other meeting where a group of like-minded individuals gather. Unfortunately, the social dynamics, emotional barriers, and lack of preparation often lead to poor results for those who attempt to use these venues for networking. This article will explore many tactics and tips for how to effectively network at an in-person conference or meeting.

Select the Best Venues for Effective Networking

There are numerous opportunities available for networking at in-person conferences. If you are a member of a professional organization there is usually a national conference offered annually. Additionally, many of these organizations have state and local opportunities on a more frequent basis that can be easier and more accessible. Industry trade shows are another source to choose that will align with what you are targeting. Additionally, groups not necessarily related to your profession, such as faith-based conferences, civic clubs, hobby-associated groups, and local groups such as the Chamber of Commerce are good examples. Spend some time considering your venue possibilities and research the options for attending an in-person meeting.

Outline Your Networking Goals

It’s important to map out what you are trying to accomplish by attending this meeting or conference. If making key connections related to your job search is your primary goal, then set some metrics to achieve. In this case, it is usually a combination of quantity and quality. Keep in mind that the networking will take place not only while the conference is going on but also before and after. We will discuss that further later in the article.

Pre-Conference Planning and Outreach

There are many things to do before the conference to ensure you get the most out of it. Gather the details about the conference ahead of time. Study the itinerary, the list of speakers, the attendee list, and the list of vendor companies at length. Identify people, groups, and companies you want to target before you go. The organizer will normally send this to you at least a week prior. Some smaller conferences might not send you the information proactively. You might need to contact them directly and request this. Many of these targeted people will have email addresses listed. Others, you may have to research to find them. You might want to email them a week before the conference to introduce yourself and see if they might have a few minutes to visit while you are both there. Even if they don’t reply, they now know you will be at the conference. When you run into them at the venue, you have already warmed up the conversation. Additionally, this list will serve as your target list while you are at the conference.

Arrive Early

If you arrive a little bit early it will allow you to explore the setup and get your bearings before most of the other attendees show up. It will also give you more time and opportunities to network. When you check into the conference you can get the finalist of attendees and study them further before everyone else’s arrival. Some larger conferences will have an app for your phone ways to communicate with other attendees.

Networking Before and After Sessions

When you select your seat for the training/lecture sessions there will likely be people sitting near you. Be friendly and start up a conversation. At least be open to participating in a conversation if someone else starts one with you. Smiling, making eye contact, and being open in your posture invite others to interact. Conversely, staring at your phone, frowning, and having a closed-off posture discourages it. When a conversation starts, make it about the other person as much as possible. Ask about them, where they’re from, and what they do. They will most likely reciprocate so you can briefly share something about you. Feel free to exchange a business card if the opportunity presents itself. At least, remember the person’s name so you can look them up later in the attendee list or on LinkedIn. Do the same thing at the end of the lecture and you will have twice the number of opportunities. Even if the person with whom you were visiting is not a high-value target for your goals, they are likely connected to others who are.

Speakers

Many speakers are open to having discussions after their session. If there is a speaker you would like to connect with, feel free to stick around after the presentation to introduce yourself. You will only have about a minute of their time in most cases. There’s no need to try and cement the relationship immediately. You will have the opportunity to follow up after the conference.

Meals and Snack Breaks

Larger conferences that are a full day, or multiple days, will usually have meals built into the itinerary. These are golden networking opportunities. If you are standing in line for the buffet, it’s a great opportunity to start a conversation with the person in front, behind, or across from you. Select a place to sit that already has people at the table. If you notice one of your targeted people at a table with an open chair it is your chance to make the connection. Meals are relaxing times for people to engage and meet one another. Again, make the conversation about them first. Some meals, such as breakfast, lunch, and snack breaks, might allow you to engage multiple tables. If you arrive at breakfast early, you can enjoy time with other early birds. You can then circle back through the buffet and select another table on the other side of the room and meet more people still. You don’t have to eat a lot of food as it really isn’t about the food. It’s about networking.

Dinner and Entertainment

Some conferences have formal dinners, social hours, and entertainment options in the evenings. When other attendees are relaxing, having a good meal and perhaps a few drinks it’s a great opportunity to build a connection with them. You don’t have to be a partier to use this time. The late-night hard-core partiers likely do more harm than good in their networking efforts. Have fun, make connections, and then go to bed at a reasonable time to have energy for the next day.

Vendor Booths

Take the opportunity to go through the vendor hall and interact with vendors. Not only can you enter drawings to win fabulous prizes and gather fun swag, but you can also meet many professional networkers who have made it their job to connect with and know who the key players are at this meeting. These people want to visit with you and will proactively engage with you. You can ask them for help in connecting with other people on your target list and they will gladly do so in most cases. The vendors can also help you learn about opportunities inside your targeted organizations because they regularly interact with them. Walking through the vendor area is another opportunity to meet attendees as well.

Post Conference Follow-Up

Now that you have made many great connections at the conference, follow up with them a day or two afterward and suggest a time for a follow-up call. For those people on your target list whom you did not have the chance to meet, send them a follow-up message mentioning that you had hoped to meet them at the conference but never connected. Similarly, suggest some days and times for a call.

Effectively networking at a meeting or conference takes a lot of preparation ahead of time and more work after the conference. During the meeting, it requires one to push further outside their comfort zone than they might otherwise do. You don’t have to go too far out of your comfort zone but far enough to develop some new contacts. Don’t forget to engage with the vendors as they will be the most eager to talk to you and can be great resources in helping you make additional contacts. There is no shortage of opportunities to network in person if you take some time to research and plan what you would like to accomplish.