How to Get Value Out of Every Conference You Attend

ivesconsultingllc
May 1
3 min read

I recently marked my calendar for two upcoming conferences (one for non-profit and the other for HR/People Operations). Looking at the registration fees, travel, hotels, etc., I was reminded how much of an investment they are. How can you ensure your attendance is worth it?

After plenty of trial and error early in my career, I've developed my own approach to attending conferences, to make sure I gain real value.

As I prep for these upcoming conferences, I'm sharing my framework so you can maximize your own conference experience -- whether you’re an extrovert who loves the conference buzz, or an introvert who would rather be home.

Define Your Message

Before the conference starts, reflect on who you are at this event. Take 15 minutes to write down:

What’s interesting about your work.
1-2 examples of relevant projects you’re working on.
Topics you’re interested in learning more about.
What you’re hoping to accomplish at the conference.

When someone asks, "What do you do?” you’ll have a better answer.

Plan Your Networking

The best conferences are about forming meaningful new connections and deepening your existing relationships. Identify specific people, or types of professionals, you want to meet, and take these steps:

Review the attendee list in advance (if it’s available) and identify 5-7 people you want to connect with.
Save your LinkedIn QR code as a photo in your phone's camera roll for quick access during conversations (here’s how to set it up). It can serve as your digital business card.
If there is a conference app, use it to send meeting requests before the event starts. You can send messages to your high-priority folks to schedule coffee meetings.
Create a simple system for meeting follow-ups. I use the Notes app to write down: Name/Organization/Topic/Next Action.

Set Learning Goals

Most conferences offer way more sessions than any one person can attend. Beforehand, you can identify 2-3 specific knowledge gaps you want to address:

A skill you need to develop further to help you be more effective.
A challenge you’re currently facing in your work.
An emerging trend you need to understand better and may impact your work over the next 1-2 years.
Unique knowledge or insights you can’t easily get somewhere else.

Then, review the agenda and pick a few sessions that directly address these needs.

If you’re attending with colleagues, you can each pick different sessions and share notes afterward.

Also, organizers will often record sessions and send links to the recordings afterward. So you can catch-up later on any interesting sessions you didn’t get to attend.

Clarify Expectations

Whether you're self-employed or attending on behalf of your organization, gaining clarity about what’s expected of you is critical. If your employer is sending you, have a conversation about what specific info, contacts, or insights would they most value you bringing back. If you're paying your own way, be clear with yourself.

Before the conference:

Schedule a 15-minute alignment meeting with your manager.
Outline your goals for attending the conference and make sure they match up with expectations.
Clarify what form your post-conference debrief should take (presentation, report, etc.).

Create Balance for Yourself

I learned this one the hard way. Earlier in my career, I ran myself ragged at conferences, often starting from 7am breakfast meet-ups through 11pm networking events at the bar. In the following days, I was exhausted and less focused. I tried to do it all.

Now, I make sure to also do things for my own well-being. I recommend:

Schedule dedicated downtime between sessions (ideally, 30 minutes twice a day).
Include physical activity each day (morning walk, hotel gym, etc.) that isn’t pacing the conference halls.
Bring healthy (or healthy-ish) snacks to avoid the energy crashes from conference food.

Moving From Attendance to Action

The real test of conference value happens after you return. Here's my routine:

Block 1 hour on your calendar on your first day back to organize notes and create an action plan.
Send personalized connection requests to new contacts within 48 hours (you can reference specific conversation points in your follow-up).
Schedule time to share key insights with your colleagues, peers, or clients.
Set calendar reminders to revisit your action items 30 days after.

I recently marked my calendar for two upcoming conferences (one for non-profit and the other for HR/People Operations). Looking at the registration fees, travel, hotels, etc., I was reminded how much of an investment they are. How can you ensure your attendance is worth it?

After plenty of trial and error early in my career, I've developed my own approach to attending conferences, to make sure I gain real value.

As I prep for these upcoming conferences, I'm sharing my framework so you can maximize your own conference experience -- whether you’re an extrovert who loves the conference buzz, or an introvert who would rather be home.

Define Your Message

Before the conference starts, reflect on who you are at this event. Take 15 minutes to write down:

What’s interesting about your work.

1-2 examples of relevant projects you’re working on.

Topics you’re interested in learning more about.

What you’re hoping to accomplish at the conference.

When someone asks, "What do you do?” you’ll have a better answer.

Plan Your Networking

The best conferences are about forming meaningful new connections and deepening your existing relationships. Identify specific people, or types of professionals, you want to meet, and take these steps:

Review the attendee list in advance (if it’s available) and identify 5-7 people you want to connect with.

Save your LinkedIn QR code as a photo in your phone's camera roll for quick access during conversations (here’s how to set it up). It can serve as your digital business card.

If there is a conference app, use it to send meeting requests before the event starts. You can send messages to your high-priority folks to schedule coffee meetings.

Create a simple system for meeting follow-ups. I use the Notes app to write down: Name/Organization/Topic/Next Action.

Set Learning Goals

Most conferences offer way more sessions than any one person can attend. Beforehand, you can identify 2-3 specific knowledge gaps you want to address:

A skill you need to develop further to help you be more effective.

A challenge you’re currently facing in your work.

An emerging trend you need to understand better and may impact your work over the next 1-2 years.

Unique knowledge or insights you can’t easily get somewhere else.

Then, review the agenda and pick a few sessions that directly address these needs.

If you’re attending with colleagues, you can each pick different sessions and share notes afterward.

Also, organizers will often record sessions and send links to the recordings afterward. So you can catch-up later on any interesting sessions you didn’t get to attend.

Clarify Expectations

Before the conference:

Schedule a 15-minute alignment meeting with your manager.

Outline your goals for attending the conference and make sure they match up with expectations.

Clarify what form your post-conference debrief should take (presentation, report, etc.).

Create Balance for Yourself

I learned this one the hard way. Earlier in my career, I ran myself ragged at conferences, often starting from 7am breakfast meet-ups through 11pm networking events at the bar. In the following days, I was exhausted and less focused. I tried to do it all.

Now, I make sure to also do things for my own well-being. I recommend:

Schedule dedicated downtime between sessions (ideally, 30 minutes twice a day).

Include physical activity each day (morning walk, hotel gym, etc.) that isn’t pacing the conference halls.

Bring healthy (or healthy-ish) snacks to avoid the energy crashes from conference food.

Moving From Attendance to Action

The real test of conference value happens after you return. Here's my routine:

Block 1 hour on your calendar on your first day back to organize notes and create an action plan.

Send personalized connection requests to new contacts within 48 hours (you can reference specific conversation points in your follow-up).

Schedule time to share key insights with your colleagues, peers, or clients.

Set calendar reminders to revisit your action items 30 days after.

I'd love to hear about your own conference strategies. What works for you?

Thanks for reading,

Dan

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