When you read this blog, I'll be getting ready to go to Switzerland for the (RoboSoft), my sixth time attending an international conference. We have already addressed conference attendance at the Gradifying Blog, highlighting their value and giving some tips on what to do once there and how to choose a conference to submit your work to (check it out here and here). Today, I want to provide practical tips to maximize your experience even before the conference.
1- Scheduling
- Review the program and highlight keynote speakers, workshops, and networking events relevant to your research. If you are presenting, make sure to check your session time and location and create an event on your calendar so you don't forget it.
- Plan to avoid scheduling conflicts and frustration. Try to include some touristic activities as well as conference-related ones. You may need to book tickets or make reservations in advance. I also like adding cool places and attractions to my Google Maps app list.
2- Presenting
- If you're presenting, ensure your slides and materials are polished and well-practiced. Before presenting at the venue, gather feedback from your lab mates and supervisor. Practice not only saying the words on the slides but also how to gesticulate, hold a microphone, and use a slide advancer/pointer!
- Have both .ppt and .pdf versions of your slides on your email, laptop, and USB drive. Being prepared for technical issues and different presentation setup configurations is not just a precaution; it's a confidence booster.
- If you are presenting a poster, remember to print it before going - fabric will stand the travelling better. Ask the conference organization about the preferred format and dimensions.
3- Packing
- Small notebook and pen - To take notes during presentations. Many conferences provide customized items when you check in at the registration table. Still, it is good to be prepared if that doesn't happen.
- Essential electronics - Pack your laptop and charger, cellphone and charger, power bank, earphones, and USB drive, and remember an outlet adapter.
- eSIM - This one doesn't go into the suitcase, but if you are travelling to another country, you may want to purchase an eSIM to use the Internet on your phone as soon as you arrive at your destination.
- Comfortable shoes - Conferences involve a lot of walking. A lot. Sore and bruised feet are your worst nightmare. If you want to rock that fancy pair that kills you but makes you look incredible during your presentation, do what I do: pack them into my backpack and change into cute sneakers as soon as my session is over.
- Professional attire - Dress appropriately for the event. Find out what that means by searching photos from previous years and asking your supervisor and colleagues who may have attended them before. Some conferences are very casual, while others are the opposite. In any case, it is important to be comfortable and feel confident, especially during your presentation. Try your outfits before packing and ensure everything goes together to maximize your luggage space and avoid overpacking.
- Extra t-shirt, undershirt and socks - Layers are your best friend! Consider having extras for these staples that do not occupy a lot of space to be prepared in case of accidents.
- Water bottle - Staying hydrated is even more important while travelling. It's also good to have one with you during your presentation.
- Sweater - Even if you are going to a tropical place, for some reason, conference air conditioning is always freezing. Do not forget a sweater.
- Lab merch - If your lab has pins, stickers, buttons, etc., why not make a statement and wear them? Spread the word that you are working with the coolest people!
- Business cards - These are not mandatory, but you would be impressed by how often people exchange them.
- Resume - Especially at large engineering conferences, industry partners usually accept resumes from prospective candidates on the spot. If you are on the look for a position, this may be your golden opportunity to connect and stand out.