How to make the most of a conference

Between rushing from one seminar to another and clashing schedules, there’s often not enough time to see everything at industry conferences. But many agree that flagship events provide key benefits, such as include staying up to date with the latest charity trends, fostering connections, and hearing from the experts on the most important topics of the day. 

 

Taking stock of all these advantages, we share our top tips on how to maximise in-person conferences.

 

 

Plan the logistics early on

 

When thinking about attending conferences, book in advance.

 

Tickets are often on sale in tranches so early-birds save by buying early. Do the same with travel arrangements. Make sure to take the ‘recommended’ hotel either on site or where other participant are staying, as there may be discounted rates.

 

 

Test your tech

 

Plan for the day and ensure that all of your tech works for the long haul. You may need to bring extra charging equipment, increase the data-limit, or test out presentation materials.

 

 

Submit an abstract

 

Go behind the scenes to make connections with panellists. Submitting an idea or abstract firmly plants your team on the stage.

 

Check out the Fundraising Convention 2025’s call for ideas. The Chartered Institute of Fundraising outlines thematic tracks that are most important to audiences.

 

 

Set rough goals for the conference

 

Attending a conference is typically a business development or learning mission. On both fronts, brainstorm on the outcomes you’d like to achieve.

 

SMART goal setting may work for those attending conferences year-on-year to determine which ones have the highest return-on-investment.

 

A more modest goal could simply be to take stock of the latest industry developments and share with the team.

 

 

Check out the feature speakers

 

Feature speakers are announced in advance to attract audiences. Make note of those you’d like to attend and where the room or venue is so you don’t lose track.

 

 

Review likely conference attendees

 

Networking is one of the foremost objectives of attending. Contact organisers in advance as they may be able to share an attendee list. Otherwise, check out the conference website for sponsors and exhibitors. Make a target list of attendees to meet.

 

 

Download the app and create your own experience

 

Most large conferences will have a mobile phone app for participants.

 

Cvent and PheedLoop both have powerful event management capabilities. Ahead of time, create your own agenda by adding sessions and building in networking time.

 

On arrival, both apps allow for automated check-in to save time.

 

 

Use business contact cards

 

vCards or digital business cards are a neat way to share contact details without paper waste. Blinq offers solutions right on the mobile phone.

 

Start by building in your professional photo along with contact details. The platform designs a QR code. New connections can then scan the code and add the details to their device.

 

 

Go to the networking sessions

 

Harvard Business Review shares a lesson in networking. At conferences, they say: “Shift your mindset by focusing on how networking is good for your career.” In practice this means splitting time between maintaining existing connections and building new ones. When attending socials, take care to spend time speaking to new people as well as old friends.

 

 

Take notes during the conference

 

There will be many speaking engagements and side conversations going on. The best AI tools for meeting notes are able to record, transcribe, highlight, and summarise virtual meetings.

 

For in-person ones, Evernote and OneNote takes personal scribbles to the next level. Available on phones and other devices, conference participants can jot notes, append websites, photos, and other media to their summaries.

 

 

Create networking opportunities

 

Another top tip is to share in-person attendance on LinkedIn. Larger conferences have pre-drafted posts and hashtags. Allow your audiences to message you directly so you can arrange meetings in advance. In addition to sharing your personal attendance, you may also want to link posts to the charity website and cause.

 

 

Ask questions

 

Get noticed at keynote speeches by asking questions. Prepare queries by researching the topic and speakers in advance. Then, make sure you’re visible to the moderator and have the app downloaded if Q&A is digital.

 

 

Practice your elevator pitch

 

Don’t make the mistake of spending all your time with the same few friendlies. Practice your elevator pitch in various scenarios so that you’re ready to mingle. Our top tip here is to also rehearse your exit – you might need to conclude a conversation that is going on too long.

 

 

Follow-up with prospects

 

Keep in touch with prospective donors, fundraisers, and general industry folks. Set aside time right after the conference so you maintain momentum.