Attending a business conference can be a fast-paced experience. In order to succeed on a certain day, extensive preparation is required and maximum effort must be given. Within a limited timeframe, it is necessary to acquaint oneself with twelve unfamiliar individuals and gain insights into their backgrounds in order to establish a fruitful partnership. Being proficient in technical skills and quickness is necessary. This article provides guidance on avoiding mistakes and developing adaptability to changing circumstances.
Let’s tell:
- what to do first when arriving at the conference;
- what technical points to consider;
- how to behave in negotiations;
- how to use informal meetings.
Before the Conference
We suggest that attendees arrive one day prior to the conference’s commencement. This provides two benefits: protection against unexpected events and time for adjustment and readiness. Passengers traveling long distances with transfers have a higher likelihood of experiencing force majeure events such as flight delays or lost luggage.
Would you prefer to wear casual attire for your initial business meeting, such as the T-shirt and jeans you wore yesterday? Although it was not our preference, we were obliged to do so because our luggage was misplaced in Singapore. We had a meeting with the biggest telecommunications company in the area, and it took place at their office. The individuals across the table exhibited a sense of humor, which was favorable.
When attending a conference, it is advisable to select a hotel in close proximity to the event location. Choosing this option may result in higher expenses, however, it eliminates the need for utilizing taxi services and reduces travel time, while also eliminating the need to navigate the local transportation system.
What to Check and Prepare before Leaving for the Conference
You have completed the necessary preparations, including contacting individuals, scheduling appointments, creating an itinerary, purchasing tickets, and reserving accommodations. Although progress has been made, there is still significant work to be done. Prior to departure, it is recommended to review and make necessary preparations.
Clothing. For business meetings, we suggest wearing classic attire such as a jacket, shirt, and trousers or jeans, regardless of the conference format. Your appearance can have a positive impact on your presentation at a meeting.
The item in question is business cards. If you do not have them already, cook them immediately. In the realm of business etiquette, the exchange of paper business cards remains a customary ritual prior to any negotiations, despite its slow evolution. In addition, there is a higher probability for a company to harm its reputation while failing to present a business card as its size increases. It is recommended that she maintain attachment. Our business cards are designed in the shape of a pie, with two sheets of thick paper appearing to be glued together. People often give significant attention to this matter and may make efforts to separate.
Booklets, handouts (if any)
We bring small souvenirs as gifts for those we meet. These gifts can be related to Irkutsk, where our office is located. The gifts help us end meetings on a positive note and express gratitude for the person’s time. We have never had a negative reaction to these gifts. They help the person remember us among the many visitors and meetings at conferences.
It is advisable to familiarize oneself with the customs regulations of the destination country before traveling, as exemplified by an incident in which a bag of unlabeled dried herbs led to an hour-long delay at customs.
What to Do the Day before the Conference
Make the most of your time before the conference.
Ensure that all equipment is checked and all necessary preparations are made. Please ensure that your phone is fully charged. It is recommended to charge the power bank in case of emergencies when there is no opportunity to charge the phone. If you intend to display something, it is recommended to have a laptop or tablet available. It may be helpful to have a few bottles of water on hand if you anticipate needing to speak extensively. Consider purchasing portable snacks, such as candy bars.
Please search for photographs. It is recommended to search for photographs of individuals you will be meeting with the following day and save them on your mobile device. If there is no prior acquaintance, locating an individual in the midst of a conference at the designated time and location may prove challenging. It is recommended to request and store phone numbers beforehand to ensure communication in case of tardiness or absence of personnel on location. It is important to know the names of the individuals you are speaking with.
Gather additional information about the person you are conversing with. It can be helpful to research individuals you meet by checking their social media profiles, if you have the time. One can gather significant insights about an individual based on their interests. During our time in the United States, we had a meeting with a prospective client who was from Argentina. Based on his Facebook activity, it appears that he has an interest in football and frequently posts about supporting his national team. During that period, the World Cup was taking place and Argentina made it to the final. After meeting a man, I initiated a conversation with him. We engaged in a lengthy conversation about football and established a strong rapport before transitioning to the subject of business. He is a current client and we maintain intermittent communication through Facebook.
Please provide me with a reminder of the meeting. It is recommended to send a reminder to all individuals on the schedule the day prior to the meeting and confirm that everything is prepared. Even with a blood oath, there is no guarantee that a person will follow through on their promise to attend. Sending a reminder can help ensure that no important details are overlooked, and if there are any changes to plans, the person can inform you accordingly.
Please record the minutes of the meeting. Create a document outlining the key points of each meeting, including the attendees, topics discussed, questions raised, and desired outcomes. Provide a comprehensive overview of the company, including its size, customer base, range of services, pricing, and any other relevant information. To access the file easily, save it to your phone’s memory and add it to shortcuts for quick retrieval and review. It is important not to rely too heavily on memory, as after a few initial meetings, it can become difficult to keep everything organized in your mind. This type of file can assist in efficiently recalling upcoming meetings, discussion topics, and important notes.
It is recommended to complete these tasks beforehand rather than waiting until the final day of the conference. If necessary, allocate additional time for preparation.
At the Conference
The conference day has arrived. It is recommended to arrive at least half an hour early for the first meeting. Registration may take some time. Taking 10-15 minutes to explore the area and locate meeting spots is also advised. It’s a good idea to find the best routes beforehand.
To adequately prepare for the first meeting, it is suggested to review the schedule and abstract paper, as well as double-check business cards, equipment, communications, and internet connectivity, if time permits.
After the conference, consider writing a detailed review on your social media page to showcase your interest in education. Additionally, if you share any valuable insights or personal experiences, your followers will benefit from the content.
Tag the site, organizers, and speakers in your post to show appreciation. Highlight their achievements and positive aspects. Your post may be seen not only by your audience but also by others. It could even result in a free invitation to the next conference. Consider creating a video review to share with the organizers and speakers. They may choose to post it as well.
