The Ultimate Conference Survival Guide: 9 Tips to Prepare

Attending a business conference can be an exciting opportunity to network, generate leads, and establish valuable connections in the industry. We prefer to attend trucking conferences. After all, we are a software company designed for trucking companies. To make the most of your experience, we’ve put together this 9-step guide to help you navigate conferences like a pro.

If you’re looking for exciting trucking conferences to attend this year, we’ve got you covered. Check out this related blog post: Trucking Conference Roundup featuring the 14 best trucking conferences to attend.

1. Plan and Research Before the Conference

Before the conference, do your homework. Review the event agenda, identify key sessions, and highlight speakers or exhibitors you want to connect with. This preparation will help you make the most of your time and ensure you don’t miss out on valuable opportunities. This can also give you insight to help further develop your conference strategy.

2. Set Your Goals for the Conference

Now that you know what you’re up against, it’s time to use that information. Your strategy start with your conference goals. Do you want to make sure your team can make the most of the educational sessions? Or would you rather they be out getting in the exhibit halls?

Second, make sure to create a conference schedule. Do you want to make sure at least one person is always manning the booth?

Third, plan your uniforms! It doesn’t have to be branded out the wazoo, but wear similar colors and a specific style (golf shirts or ties?) will make sure you look like a well-planned team no matter where you go.

3. Create a Booth Strategy

Speaking of the booth, totally depending on your goals whether or not you should have one. Determine whether it would be more beneficial for your team to wander and connect that way, or to have a strong central branded presence in one location.

If it’s your first conference, it’s probably better to walk around and observe. Take it all in, so you know what might work best for your in the future. If you decide to have a booth, make sure to assign different roles during booth hours. Figure out who should be the lead at talking about your company versus greeting and bring in more visitors. Maybe it also makes sense for you to have someone else as a floater. The floater wanders the conference halls and strikes up conversation with people, and get’s engaged with the industry ideas.

4. Master Your Elevator Pitch

An elevator pitch is a short, persuasive speech that sparks interest in who you are or what your idea, product, or company does. This brief presentation aims to deliver your unique value proposition in a way that leaves a memorable, impactful impression. It should be as long as an elevator ride.

Craft a compelling elevator pitch that concisely communicates who you are, what you do, and how you can add value to others in the industry. Practice delivering it confidently and concisely, as it will be your go-to introduction during networking interactions.

Keep it real. Keep it real. Keep it real! Here’s an example: “What sets us apart? Well, transportation management systems are usually clunky, big, and messy. Alvys isn’t – it’s clean. It’s built in a way that just makes sense. It doesn’t matter if you’re a dispatcher, driver, admin, or accountant- it set up in a way where you feel like it was built specifically for you.” (Of course we’re going to throw our own pitch in here, it’s a our blog after all.)

5. Connect with People: Engage and Network

Don’t be afraid to strike up conversations with fellow attendees, exhibitors, and speakers. Engage in meaningful discussions, ask open-ended questions, and actively listen. Be genuine, show interest in others’ work, and build rapport to establish lasting connections.

It can really help to find common ground. Maybe you know someone where they’re from or are a fan of the same sports team or ask them about their family. There will always be something! Once you know them, it will be easier to naturally bring up your company and what you can do for them.

6. Attend Discussions, Workshops, and Panels

Participate in workshops and panels related to your industry interests. Take notes, ask thoughtful questions, and engage in discussions. These sessions offer valuable insights, provide networking opportunities, and allow you to position yourself as an industry expert.

7. Leverage Social Media Platforms

Use social media platforms like Twitter, LinkedIn, or Instagram to share highlights of the conference, engage with other attendees, and connect with industry influencers. Utilize event hashtags, tag relevant profiles, and share your thoughts and experiences to expand your network and increase your visibility.

8. Explore the Expo Floor

Take advantage of the expo floor to discover new products, services, and technologies in the industry. Engage with exhibitors, ask questions, and explore potential partnerships or solutions that align with your business goals. Be open to learning about innovative approaches that can enhance your operations. One thing we like to do at conference is have everyone sit at a different table during lunch. This let’s us all have the opportunity to meet new people!

9. Follow Up Strategically Post-Conference

After exchanging business cards or contact information, follow up promptly. Send personalized emails or LinkedIn messages to express your appreciation for the conversation and express interest in further collaboration. This proactive approach will help solidify your connections and keep the conversation going. We love to use lead capture tools and write notes on business cards to help keep track of who we’ve talked to.

Once the conference is over, make it a priority to follow up with the contacts you’ve made. Send personalized follow-up emails, schedule virtual meetings, or arrange coffee chats to continue nurturing those connections. By maintaining regular communication, you’ll build stronger relationships and potentially unlock new business opportunities.

Attending a trucking conference is an excellent way to network, generate leads, and create lasting connections within the industry. Remember, it’s not just about surviving, but thriving and establishing meaningful connections that can positively impact your professional journey. Now, go out there and conquer the conference with confidence!

Written by Charley Willerton-McKee, Lead Graphic Designer at Alvys.