I have been very fortunate over my academic career so far that I have been able to attend many conferences and events all over the world -from Boston to Barcelona and Vietnam to Vienna – I feel very very lucky and grateful.
This time of year is conference season, and I recently returned from the FENS2024 Forum in Vienna. Talking to a fellow conference attendee on the plane home, I was struck that nobody ever really helped me to understand how to prepare for an academic conference. And, as the Higher Education sector struggles financially, it is sadly likely that fewer of us are going to have funding to attend academic conferences in the future.
So, I wanted to write this blog post to help others, who might be attending academic conferences, perhaps for the first time, in the hope that we can all get the most out of the conferences that we are able to attend.
1. Be clear about funding.
Particularly given the increasingly difficult financial climate, obtaining funding to attend academic conferences is increasingly difficult. From the outset, be clear about what is being funded, how and by whom. Think carefully about how much it will cost at the conference, from getting to an airport and parking to inland travel and the cost of food and drink – all of these things will add up – so it is really important to be realistic about the potential cost and then clear about what can realistically be funded.
2. Once you know you are going, tell people.
Once everything has been approved and you know that you are going, maybe even your abstract has been accepted (congratulations if so!), tell other people that you are going. Most people use social media of some sort to spread the word and many conferences might even have a standard template for you to use in your posts. This will help to build momentum and excitement too.
3. Plan out your conference schedule.
Conferences can be a bit chaotic, especially if there are multiple parallel sessions and things happening at the same time. I like to plan my time by looking through the schedule and circling what I want to attend. Some conferences even have apps where you can build your own schedule. It’s also worth noting that some sessions may be available to play back at a later date if you’re torn between two or more. Remember there are only ever so many hours in the day and you do have to prioritise your favourite sessions sometimes.
4. Once you are there pick a “random” session.
I love to pick a random session in my conference planning. Maybe one that isn’t in my immediate area of expertise, one with a title that isn’t the most snazzy. A wild card session that is further from my interests than the others is a great way of learning new things and not being stuck in the standard box. In doing this I am always surprised and I genuinely learn new things.
5. You don’t have to attend everything.
I sometimes fall into the trap of trying to attend everything. I tend to forget that the international travel, engaging at the conference itself and all of the other work that goes with it is tiring. It can be tough, especially if you are reporting back to colleagues or a lab, but you really don’t have to attend everything – it’s probably impossible to! Schedule in breaks, fresh air and importantly down time to take everything in and process it. I think this time is as important as attending sessions.
6. Make an effort to speak to new people.
It can be so tempting to hang out with people who you know from back home, people who you’ve met before, when at a conference. And that’s ok it’s good to see familiar faces and catch up. But conferences are also about networking and meeting new people. I know it can be hard and sometimes awkward to meet new people and make conversations, especially if you are already tired from the conference. Make an effort to meet new people, I like to have some “stock openers” like “What do you do?”, “Where are you from?” and “I really liked your talk, can you tell me about…” It will be worth the effort, I promise.
7. Follow along and connect on social media.
Follow the conference on social media, you might spot things that are happening that aren’t advertised in the conference itself. There might be updates and changes too. If you’ve actioned point 6. above about meeting new people, connect with them on social media. It’s a great way of expanding your network and keeping in touch if opportunities come up in the future.
8. Explore further than just the conference venue.
This is something I feel really strongly about from personal experience, please, please, please explore further than just the conference venue. There was a real turning point in my career when I was going to conferences and not leaving the walls of the conference centre – looking back it makes me so so sad. I was absolutely knackered and I missed out on seeing incredible places. You are absolutely there for the primary purpose of the conference, but you can go for a walk locally or get a coffee and walk around a park on your way to the conference centre. So please do explore further, if you’re able to, you might even want to consider adding a day or two to the beginning or end of the trip to make the most of things.
9. Bring snacks!
Food at conferences can be a contentious topic! Sometimes it is provided, sometimes not. Sometimes when it is provided, the battle to get to the front of the queue can resemble vultures attacking their food. At some conferences I have been to the food stands are ridiculously expensive and they are relying on the fact that you might need to grab something quickly in between sessions. So come prepared, you can visit a local supermarket to pick up supplies and snacks are a non-negotiable on my packing list when I leave Wales. There might even be those occasions where you’re so knackered after a day of travelling that you finally get to your hotel and curl up with a cereal bar for dinner, and although probably not ideal, that’s absolutely ok.
10. Remember to rest.
Academic conferences can be intense, so remembering to rest is key. Not only getting a good nights sleep, but during the day taking breaks too. It can be tough with evening events and others encouraging you to stay out for “just one more drink”, but if the conference is multiple days and nights you don’t want to be exhausted. So prioritise you and your own rest.
So, there are my top tips for the academic conference season. I hope they help you to navigate your academic conferences with great success. Let me know how you get on and if any of these tips have worked particularly well for you or if you have any others tips or tricks to share.
Happy travelling and academic conferencing!
Dr Emma Yhnell 