10 Tips to a Better Business Conference

I recently returned from the NAPO (National Association of Professional Organizers) National Conference in San Diego, California. I had an amazing time, and learned new tools and techniques for getting and keeping America organized. Your experience at your next business conference can be successful and productive like mine. Here are some helpful Tips from a Pro:

1. Bring Ziplock bags. According to Justine Miceli of MiceliCo Professional Organizing, use Ziplock-style zippered plastic bags to categorize your freebies and business cards—all the bits and pieces of information you receive. I personally use Hefty's OneZip Sliders. Mark each bag. Put business cards in one (sandwich), brochures in the other (2.5 gallon jumbo size.) I say it’s always easier to focus in your uncluttered hotel room for what to toss and what to bring home-- so DO it before you leave. Ask yourself: "Am I REALLY going to read this brochure? Did I get caught up and take a gift when I have no use for it?"  It’s okay to answer no and leave it behind.
2. Starts and stops.  Start and end your networking on the plane to the Conference. Get yourself warmed up. Sit next to someone who looks like they may be attending. Practice your elevator speech.
3. Ask for receipts.  Always ask your restaurant server to provide individual checks. It the meal is inexpensive (under $20) you can use the restaurant’s business card as a receipt. Make sure to write down who was at your lunch and the topic. Circle the date and amount. Put receipts in a zipppered sandwich bag at the evening.
4. Stay at the hotel where the conference is located.  Get the best room or a larger room like a Suite. Bring in a second roommate who is well-connected. Use the sofa bed and mix the dynamics up by having a third person room. Then, have a planned reception or party in the room. Remember: most crowds are easy to impress. Borrow a silver platter from the hotel for the cheese. Have glasses delivered to your room instead of using plastic cups. Greet guests at the front door and take their drink order. Serve red and white wine, vodka and tonic, OJ and bottled water. Tidy up the closet, but don’t go overboard. Invite your neighbors so they don’t complain about the noise to hotel security.
5. Bring lots of business cards.  It’s not the quantity of cards you pass out. Be open to Conference Newbies. At the end of the day (or better yet, after you meet each person,) write down how you met that person, a brief description of what they’re wearing and items to follow up on. Again, put the cards in a ziplock sandwich bag and mark the bag.
6. Visit the Gym and the Pool. The most engaging conversations can be made in the most unusual places. Wake up an hour earlier and head to the gym. Go out to the Pool at break and get some sun.
7. Follow Up.  According to Karen MacFarland Payne, a Professional Organizer and owner of Precision Organizing and Records Management, a good thank you note may include an evocative comment on the site of the Conference. For example, you might make a reference to the beautiful hotel settings, or make an observation on a presentation you both attended, or their own if they made one, or their business card logo, if it strikes your fancy. This is also the perfect time to ask a question that would start a post-conference exchange-- "Do you use any special system or software to accomplish the description of your services mentioned on your business card, or is it just common sense?" The important thing, MacFarland Payne says, is to be sincere-- no fatuous fawning flattery allowed!" I say a hand-written card always makes a better impression than e-mail. I use the cards from Paper Source Beverly Hills. Start writing cards at the Conference or on the plane. Mail the cards out no later than a few business days after the conference ends.
8. Be aggressive earlier in the Conference.  Work earlier in the conference to meet new people. Don’t wait until the last day. You are there to grow your business and to meet people. Don’t constantly sit at the local "Los Angeles-area" table. Invite yourself to the "New York" group table.
9. Acknowlege everyone.  As you walk through the halls during breaks, always smile and look approachable. People yearn to meet others but are usually shy at first. Be that person who makes the first move and break the ice.
10. Consider your conference experiece useful if you get one shred of business advise you can use.  Perhaps you discover a new software program, a process for referrals, an idea for a lecture or an effective phrase to help handle a difficult Client. Don't compare yourself to others, egos are big. Just do what you do, and a lot of listening.