Balancing time constraints and networking at a conference: How can you make the most of both?

To me, the purpose of attending a conference is gaining new insights, views, collaboration partners. This often means listening /participating in a very few 'speeches' and then deep dive discussing the meaning, opportunities, ways of using / implementing the insights gained in the 'talk' - with people during the 'networking'

Having a plan of attack and doing your research prior to the event is of the utmost importance in balancing time and efficiency at the event. Is there an event app/schedule/floor plan? List out your primary goals for the event - are you looking to do sales, get sponsors, look for speakers, connect with peers and then map out what talks, exhibits and networking events to attend. Make sure that your plans meet your objectives. I also reach out to the attendees that I want to meet, prior to the event, or make a Linkedin post to see with who I can connect with before. Make it known that you are there and what connections you are looking for and then you will be a success.

True. Prior to attending any conference or sitting in at break out sessions, I often go through the programme of events and activities scheduled in the brochure to identify key and relevant contributors to topics of interest. With the background knowledge of who speaks on what, it makes sense to therefore arrive early enough and take a vantage seat to be able to identify all the relevant speakers for follow ups during break-outs. Never forget to go with enough call cards. As a Journalist I love to take photographs and do social media postings too while tagging my new connections. It is good to send messages to the new connections following up on areas of interest as a valued relationship

This is what we call recce, meaning, you carry out an advance research activity of the upcoming conference, ask yourself, does it align with your objectives, do you need to pay to attend? key speakers in the programme that you would love to meet and connect. In summary carry out a mapping exercise.

Remember to apply the 80-20 rule to give as well as receive value. Pick your sessions carefully. Be heard, but only on issues where your content, presentations and overall contribution rings.

One of our collaborators told me the other day that she'd come to the conclusion that while she enjoyed the Nordic Community evening a 100% during our last event, it would have been more beneficial for her to have joined the VIP reception I invited her to, given she'd had had access to key people in the industry, while enjoying a superb location. Having said that: there are always so many networking opportunities around a conference: pick yours wisely, and assure your choice aligns with your goals. One thing is maintaining connections, whilst another is forming new ones, for example.

Having a strategy pays off, Here one must consider pitching approach to the CEO you meet in an escalator. Imagine you have 1 minute of their time to sell yourself. Also be presentable in your choice of dress code. First impression is KING.

In a conference where your time is limited, it is essential to be intentional about networking and hence strategic. You may usually get to know speakers beforehand and you should identify, which would be the best fit for you and clearly define what you will approach them with. In the rare event where you have access to the names of attendees before, similarly, identify those that are in alignment with your goals, clarify what you need to offer, etc. However, make sure developing genuine conversation, sharing authentically, etc., takes priority over any offer you want to make. That can always come later, in my view.

We often look forward to conferences to catch up with people we know. Unfortunately this comes at the expense of meeting the people we need to connect with and are only accessible at the conference. The conference must have a need to meet goal and if it helps bring someone you know on the chase so you’re having fun and confidence at your pursuit.

Doing your homework and being prepared with who you want to learn from and specific questions at least for some of the sessions will utilize your time so much more efficiently. It’s important to form your structure before attending the sea of information.

From an organizer's perspective, an agenda should provide opportunities for attendees to connect, share insights, and build relationships without detracting from the event's main theme. A structured networking session, such as "speed networking," ensures participants have dedicated time to engage with peers, industry leaders, and potential collaborators. Scheduled before the end of the day, these sessions are both energizing and effective, often invigorating participants after a long day. Attendees tend to continue conversations over drinks or dinner, fostering community and strengthening connections. These sessions help build a sense of belonging, enhancing the overall event experience.

If you want your conference to be successful, you should pay attention to its date, as it is an important factor in attracting the right participants. Therefore, you should avoid dates that coincide with other events in your field, and you should also avoid times when participants are busy with holidays, vacations, or exams. Do not forget to consider the weather, political, and security conditions of the city in which the conference will be held. Not only that, but you should also determine the duration of the conference wisely and carefully, as it affects the quality of the content and the effectiveness of participation.

Yes ,l have often also left forums that l felt..l wasn't connecting with and ended up in another conference session that was more enriching and more informative. Listen to your inner self for guidance

One thing I have found helpful is remembering always that there is no network of one. Networking is an action word and call to reach out. Go prepared to network before, during and after. Networking after is critical. It is where the tyre meets the road. Find common interests. Or interest yourself in the matters that matter to your target. It becomes shared.

Too few symposia, conferences and roundtables use hashtags, even though they are a fundamental tool for participants to identify like-minded contributors in the room and network with them.

I have benefited from networking with people, I met for the first time, and they ended up good sources of recommendations and a bridge to other professional opportunities. Don't shy reaching out.