Conference Tactics

Jan. 28, 2019
To make the most of attending a professional conference, you need to plan and observe a few protocols.

This article is meant for a first-time conference attendee or as a subtle refresher for a staffer who has not attended a conference in quite some time. When you attend a professional conference, there are certain “tactics” that will maximize your experience. No, attending a conference is not always a vacation, a swirling bourbon adventure or sightseeing about the town; it is part of your job. You are there for your professional growth- treat it as business first. The other happenings will fall into place within proper decorum. 

Research the conference, the host city and locations first. A brief bit of research will save much aggravation and save valuable time and money. Often times, special rates for airfare, ground transportation and accommodations are posted. Take advantage of the savings and book early- most host hotels will only block-out so many rooms for this event. The possibility of staying off-site at another overfill property will take you away for the convention area and waste your time. There is an increasing trend where departments are no longer footing the bill for training or professional conferences as they did in the past. Diminishing government budgets are forcing more to pay their way. Book early and take all of the discount advantages.

Business cards are a required item. Take more than you think is needed, you never know. Couple of fine points. If you want others to contact you on your private cell phone or personal email address there are couple of solutions. You can print your personal card or print some small address labels to place on the back of the cards. Now, if you are seeking a new job do not be using your current jobs business card! There are a few states have public ethics laws governing job applications. The use of your existing position to seek another position can be construed as an ethics violation thereby removing you from the candidate pool for an ‘ethics violation’. Reminder, at the trade show, the fish bowls you drop your cards into for free stuff will also go on that company’s mailing list. It is how they get leads for follow-up. If you do not want follow-up calls or new email lists, skip the swag lottery.

If you are seeking a better job always have a few fresh copies of your resumes/curriculum vitas with you. They should also be on your laptop or the cloud for ready access if you need them to be emailed right away. Use technology – the larger conferences now have Apps for your smart phones to maximize your conference scheduling. Invest some time researching the conference offerings before you go. Time management - there will always be conflicts of classes or events, you will have to move your schedule around to make the important ones. Invest the time to plan out your conference experience.

Personal day or not?  There are some who attend a conference and it is all work with no personal recreation time. On the other hand, there are some who go to the conference check-in and go off into vacation and partyland. There has to be a blend and balance, sure you are going to take in a historic/tourist site, I get that. In your time management seek out that day for a jaunt. Often, some conferences schedule off-site field trips to various places, some business related and others not. You must find what is best for you and the objectives of this conference for you. 

At the close of the day, I sit down in the room and review the events of the day. I look at the business cards from the day and jot down notes on the back. Did I need to follow-up or a point to recall why I have this card? When I lecture at conferences, this is when I try to complete the email follow-ups from the day. Organize my notes and prepare for tomorrow, check the conference notes or changes of the Apps. If there is a cancelation, then reorganize that block for the next day.

Out and about – of course you are going out for cuisine and some entertainment.  This is a great icebreaker with new contacts and great opportunity for making contacts. I have seen some awkward moments with this as well. If you imbibe in alcohol be mindful not all do and very mindful of your alcohol tolerance. Everyone has a story of some guy who got sloshed, do not be that guy.

Keep your receipts and accurate records. Training conferences can be considered professional work-related expenses. Job seeking expenses can also be an expense. Consult with your tax professional if these or related expenses can be an income tax consideration. 

Leave your ego at home. After over thirty years of working and attending conferences, just leave your ego at home. There is always ‘posturing’ of who is the best of this topic or ‘my department is better than yours’ conversations. Grow-up and go to learn, braggadocios rhetoric gets you nowhere with me.  Maximize your interpersonal communication skills when meeting people, you may only have a moment to meet or chat.  Often times there will be some stargazing going on. You may actually meet some better-known presenters and writers and it is very easy to become enchanted when meeting them. They are normal people as everyone else and most enjoy meeting you as well.

To Spouse or not to spouse – is a question that often comes up. I am seeing more spouses’ programs being offered in many conferences now. Again, this goes back to many attendees have to pay their way, so make it a small family/couple’s vacation? There are some questions - first, does your agency allow co-travel? If so, what are the financial rules or per diem allowances? Can you add a day or two on the trip to allow a mini-vacation? Is the spouse program a true interest of your spouse? With accompanied travel, operational security is another factor to review. Not all of the citizens of the city are enthralled with a law enforcement conference. Having seen the protests, being directed to avoid some areas of city and should you have your spouse or family subjected to this is another question. Along operational security tips: watch your social media postings. It may be accepted in that city, but it may not bode well in your hometown. To explain to your council or internal affairs why you were on social media in a burlesque show while on business can be a tough sell.

Professional attire or uniforms requirements always comes up. There are some departments that have uniform or logo training attire requirements. Back to operational security, do you want to be in a different city in police attire? Several conferences will recommend a business casual attire dress code. Those who are seeking professional contacts or new employment, remember that you have the first chance to impress so do not blow it. Training conferences are easy, most all are in tactical pants and polo training shirts for the standard. Me, I will be in the corner in very, very casual attire but that’s me (I like Hawaiian shirts).

My years of working conference booths I have seen this critter hovering, swag buzzards. They are attendees who do not care what your product or service may be, all they want is to know what you are giving away. It is like trick or treating for adults. Working a booth, you know they are a part of the tradeshow scene. Personally, I do not bother a vendor unless I have a real interest in their product or service. I have always felt that if I tried to mooch from them, they could be missing a real customer lead who walks by. Please be considerate of the vendors, this is a business livelihood and not a stopping point on a treasure hunt.

In closing, have fun and turn every opportunity into a learning moment. Keep your word, if you promised to follow-up with a new contact, do it. The amazing learning point here is from all of my travels I have met thousands of great people. Many times, I get calls or emails and it makes our law enforcement vocation better for it. I have determined if you are having a problem today, one of your colleagues somewhere else just dealt with it, good networking is invaluable.

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