How to Get the Most Out of an Event: 4 Tips From Experienced Delegates

Being a delegate at an exhibition or event isn’t cheap financially or time wise. Usually you or your company has spent a lot of money just to get you there. While you are at the conference your voicemails and emails are piling up. You are missing out on your regular productive work. It is critical that you make every minute at the event count. But, what are the best tips for making the most of an event?

During my career I have been to many conferences, events, and exhibitions both as a delegate and as an exhibitor. At a recent exhibition I interviewed some experienced delegates to get their feedback on how to get the most out of your time at an event. Here are the four top tips from the delegates. Look for my bonus tip at the end of the list.

1. Pre-book meetings. This really is a top tip if you want to "work smart not hard". If you know a vendor or peer is going to be at the same event as you, schedule a meeting beforehand. Think about who you would like to meet or develop a relationship with.  Do not count on just figuring something out at the event. People’s schedules fill up. You may not be able to make contact at the event. If you have pre-booked a meeting, you already know the trip is going to be productive. It also shows others you respect their time enough to make an appointment. (You could use that line in the opening email to them).

2. Learn how to end a conversation politely. Talking to people is important, but you only have so much time. You need to have your emotional radar fully tuned for this so as not to cause any negative reactions. Some people like to talk which is great, but you need to squeeze all you can out of the day! Dilemma!! If you can master leaving a conversation once you have develop that baseline rapport (again you need your radar fully tuned in!), you will create more opportunities to meet more people. The key is doing this politely so you do not damage your new relationship. (Having a sense of humor helps ease out of conversations gracefully also). Nice tips here in Forbes Magazine, but I usually say "Hey there is loads for you to see and people for you to meet, I don't want to keep you any longer. Can I get your card and we can continue over email or meetup?"

3. Talk to people. No brainer alert! This may sound obvious. But, it is easy to get distracted by all there is to see and do at an exhibition. You may also be checking back in with the office frequently. But, you should make time to talk to other delegates. It is a unique chance to network with your peers in the same room or building. You never know who you will meet or what you might learn from even a brief conversation. If you struggle to strike up conversations (like we all do) I have a couple of "go to" questions which help to break the ice "Hey! How are you? How was that last session?" is broad enough to encompass anything the person might have done in the last 30 mins! Or even just straight out flattery. "Hey I love your shirt, shoes, dress... whatever" .   (I will post about more "Icebreakers" in another blog)

4. Use a note taking app to organise and cut down on hardcopy (and grab business cards)

Walking around these events you are bombarded with hardcopy. Say no to all that guff and take a pic of it instead. Keep all that stuff in one place online using a note taking app. I like Evernote but there are loads of others. The benefits are many but making the pics, leaflets, business cards and other "event collateral" (as it is called in the business) easy to share with colleagues is high on that list. Another at  the top of that list is being able to grab business cards, and automatically add the details to your contacts and even send automated Linkedin requests. 

Bonus Tip: Talk to every exhibitor. Why speak to each one? Not every exhibitor may be right for your needs or your department. But, others in your organisation may need some of the services and products the exhibitors are demonstrating. You can make yourself a connector and a more valuable member of the team. 

Speaking as an exhibitor: The key to doing this with salespeople is to take control of the conversations. Introduce yourself and your role in your organisation. Ask the exhibitor why their solution is cheaper, more innovative, or why it’s better than the competitors. After you get the basics, make sure to get a business card. You don't need the hard copy business card. Take a snap using Evernote the same goes with any brochures or literature . Then move along to the next booth. When you get back you can pass along valuable information to others in your organisation right from Evernote . You will also have made sure that you have examined everything that could be of use to you in your area of responsibility.

I would love to hear from you. What are your top tips for getting the most out of a conference, exhibition, or event? Share your best advice in the comments.