Article Contributed by Danielle
Traveling to a conference isn’t as easy as paying the registration fee, buying plane tickets and showing up. There are many things you’ll need to consider to ensure that your whole group has a good time at the conference and comes back feeling like the time spent there was worthwhile and productive. Consider each of these aspects when planning for a successful first conference.
Make Necessary Reservations
You can’t just show up expecting to get access to all of the amenities you need, so make your hotel and rental car reservations ahead of time. Many websites help you find the best rates online and book them together to save even more money. Look for a hotel that’s relatively close to the conference location so you won’t get stuck in traffic heading there every morning, and make sure your mode of transportation has enough room for your team and all of their luggage.
Get Travel Insurance
Unexpected things happen on a trip, and purchasing corporate travel insurance can protect your company from losses due to problems employees may have while at the conference. This is especially important when you travel internationally, but even for a conference at a domestic location, many of your team members may be out of the network for their health insurance and need additional coverage. Additionally, policies designed for business travel also include perks like assistance with rebooking if you experience delays in travel.
Register for Sessions
In addition to the main conference sessions, you’ll likely have many smaller workshops and lectures to choose from. Pre-registering for these ensures that your team members get into the sessions they want before they fill up. You can also strategize who will go to each session so you cover all the bases and get the most you can out of the conference.
Arrange Meet-Ups
Conferences are the perfect place to do some serious networking with industry contacts. All of the big players will be there, and there may also be others startups like yours that will have a lot to offer you as well. Do your research ahead of time and find out who else will be attending the conference. Contact people in advance to plan to have a meal together or get drinks after one of the conference sessions.
Schedule Meetings with Prospective Clients
In addition to general networking, also consider whether there will be any prospective clients at the conference or in the area. You may as well make as many connections as you can while you’re there. If you schedule a meeting ahead of time, you can also plan what you’ll need to bring along to show those prospective clients.
Traveling to your first conference is a big step for your startup, and planning ahead will ensure that you can make the most of your time while you’re there. For many of the people you meet, this will be their first contact with your business, so you want to have all of the details taken care of so you can focus on what’s important during the conference.
Danielle works for a small startup who recently had their first business conference experience. She hopes yours goes smoother than hers did. Read her work at suitsandladders.co.uk.