In My New Role: Preparing for Conferences and Meetups

As a technological nomad, attending and hosting conferences and meetups is part of the new role. This means traveling probably as much as twice a month to other places, and that means lugging all the stuff a person needs to stay viable. The following is a list of obvious and not-so-obvious pre-plans to make the most of the travel and conference experience.

Pre-Conference Travel Checklist

1. Clothes
It is a given to pack clothes, but it is essential to have a mix of multi-use, casual-to-faux-formal clothes. Take fitness clothes if possible.

2. Toiletries
The United States has recently approved using a quart-sized sealable plastic bag full of travel-sized toiletries such as shampoo, deodorant, toothpaste, etc.

3. Business Cards
ALWAYS bring business cards. If not traveling for the day job, print business cards at sites like VistaPrint. Customize the card by adding WHAT YOU DO FOR OTHERS/WHAT YOU WANT FROM OTHERS.

4. Chargers
Double-check that all gear has a charger.

5. Transfer Cables
Make sure to have the right cables to display media.

6. Energy Bars
Pack a half dozen energy bars for quick and healthy calories.

7. Reading Material and an MP3 Player
Make the most of travel time by taking podcasts and books/magazines.

8. USB Thumb Drives
Have one for data and consider picking up a cheapie one to give out if needed to share media.

9. 3×5 Cards or a Notepad and a Pen
Don’t depend on memory to jot down important information.

10. Maps
Use a mapper of choice like Google, MapQuest, or Yahoo. Map out all the parts of the city or cities that will be visited. Get directions both ways (to and from).

11. Accommodation Info
Share the name of the hotel booked with family and friends so that people know where to find in case of an emergency.

12. Prescriptions
Make sure all medicine needs are up-to-date. Contact a doctor to ask for an additional prescription for emergencies.

13. Ziplok Gallon Bags
Ziplok plastic bags come in handy for many purposes.

14. Duct Tape
Carry extra roll of duct tape for quick fixes.

Targeted Planning

Target the attendees to make the most of the conference. Check out the attendee list on the website and look for company blogs, Technorati mentions, personal blogs of attendees, and industry news in general. A reader like Bloglines comes in handy for this purpose, which will give conversation grist for the conference. Additionally, if a need arises on behalf of the company or an individual, the pre-knowledge of who is doing what in the industry is helpful.

Networking Tips

Conferences are not only about the expo floor and the presentations. It is about meeting people in the industry or area of passion and exchanging ideas. The key element of this happening at the show is the pitch. Build a great five-second soundbite, a 15-30 second teaser, a two-minute trailer, and then the full boat conversation. The 5-second soundbite is what is said shortly after people look for the badge. It shouldn’t be the job title but something about what’s done, what’s looking for, or what’s offered. The 15-30 second teaser is like the warmup to tell people a little more if they bite on the soundbite. This should give them just a little more of the story to show the other person where they fit into the ecosystem. The 2-3 minute trailer is like a movie trailer that showcases the best of the idea or offering. This is followed by the full conversation, and one should always give the other person time to talk. It is good etiquette to keep the presentation about them as best as possible, give them an exit, and be courteous to their time.

After the Show

First and foremost, reconnect with the family and loved ones. Ask about their experience while away. Make sure to send a brief email to every business card received at the event with specific details about what was talked about. Reset toiletries to avoid the last-minute rush.

Your Tips and Add-Ons

Add your tips to the list to make the most of the conference and travel experience. Chris Brogan’s blog at chrisbrogan.com is an excellent platform to share tips, send a trackback, and keep the conversation going. Interested persons can even take the first few lists and upload them into the wiki and build more around them. Keeping the conversation going is the best way to expand the knowledge base and make the most of the conference and travel experience.