Recommendations for Attending NEPCA

You’re coming to NEPCA? Great! This page will provide recommendations on how to prepare to attend NEPCA in person and how to prepare to attend NEPCA virtually. This guidance is heavily influenced and adapted from Thomas Tobin‘s pieces on How to Make the Most of an Academic Conference and How to Make the Most of a Virtual Conference. The in-person section has a lot of tips that are good for both virtual and face-to-face so it might be worth reading both.

How to prepare to attend NEPCA (in person)

Before You Go

  1. Clear Your Calendar:
    • Block off the entire conference duration on your schedule.
    • Set up an out-of-office notification for your email.
    • Arrange for colleagues to cover your responsibilities or communicate to relevant folks about your unavailability (e.g students).
  2. Review the Program:
    • Look through the conference program in advance.
    • Email or message session presenters to inform them of your attendance.
    • Download the conference app or bookmark the conference website for access to programming and social function details.
  3. Bring Back Souvenirs:
    • Bring modest gifts, such as local food items, for colleagues.
    • Attend sessions on topics your colleagues are interested in for sharing knowledge later.
  4. Plan Logistics Early:
    • Finalize travel, lodging, and finances at least two months in advance.
    • Ask about discounted registration fees, scholarships, or stipends if necessary.
  5. Include Downtime:
    • Schedule some personal time to explore the conference city.
    • Plan for downtime to avoid burnout.
  6. Select Your Sessions Strategically:
    • Choose sessions by topic, work challenge, longevity, or areas outside your expertise.
    • Plan to skip some sessions for impromptu interactions or rest.
  7. Use Planning Tools:
    • Utilize mobile apps for scheduling.
    • Consider creating a handwritten schedule for quick reference.
  8. Pre-Network:
    • Scan the program and attendee list for familiar names.
    • Set up meetings with select colleagues and new contacts.
    • Prioritize quality conversations over quantity.
  9. Pack Like a Pro:
    • Bring a tote bag, business cards, power strip, portable power bank, extra pens, and a notepad.
    • Pack gum or mints, hand sanitizer, masks, an empty water bottle, light snacks, a sweater or jacket, comfortable shoes, small adhesive bandages, and a foldable hand fan.

During the conference

  1. Be Intentional with Your Presence:
    • Avoid distractions such as checking work emails during sessions.
    • Focus on being present and engaging fully in conference activities.
  2. Adapt Your Schedule:
    • Select sessions ahead of time but be flexible.
    • Have a “Plan B” if a session isn’t what you expected.
    • Follow your instincts if colleagues rave about a session you didn’t plan to attend.
  3. Utilize Maps and Avoid Zig-Zagging:
    • Print or create a map of the conference venue.
    • Plan your agenda to minimize walking distances between sessions.
  4. Participate in Q&A Thoughtfully:
    • Write down questions during presentations.
    • Use concise, relevant questions that tie back to the presentation.
  5. Effective Note-Taking:
    • Take notes by hand or on a laptop to stay engaged.
    • Summarize key points and reflect on sessions afterward.
  6. Gracefully Exit Sessions:
    • Have an exit strategy for sessions that don’t meet your needs.
    • Be discreet and respectful when leaving.
  7. Address Misinformation and Bias:
    • Stand up against biased or exclusionary behavior.
    • Report issues to conference organizers.
  8. Manage Your Energy:
    • Avoid over-scheduling and take breaks.
    • Pay attention to nutrition, fitness, and sleep.
  9. Build Lasting Connections:
    • Use the conference to set up longer-term collaborations.
    • Meet for coffee or meals to extend conversations beyond the conference.
  10. Have a Conference Buddy:
    • Check in regularly with a buddy to stay accountable and supported.
    • Avoid spending all your time with the buddy to meet new people.
  11. Communicate vs. Connect:
    • Prepare an elevator pitch about your work.
    • Focus on meaningful connections rather than quantity.
  12. Use Business Cards Wisely:
    • Exchange cards with those who have mutual interests.
    • Write notes on received cards to remember the context.
  13. Engage on Twitter or other platforms:
    • Follow and use conference hashtags.
    • Look for key points, unofficial gatherings, and schedule changes.
    • Tweet and participate in discussions for deeper engagement.
  14. Plan Alone Time:
    • Schedule alone time to recharge.
    • Use tools like Twitter for low-pressure interaction.
  15. Be Yourself:
    • Skip social events if they feel overwhelming.
    • Focus on making a few meaningful connections.

Recommendations for Navigating Modern Conference Behavior and Expectations

  1. Promote a Safe Environment:
    • Ensure a respectful, professional atmosphere.
    • Help create supportive spaces for all attendees.
  2. Adhere to Social Norms:
    • Act within your ethical boundaries.
    • Be sensitive to others’ reactions to your behavior.
  3. Respect Venue and Staff:
    • Treat venue staff and volunteers with respect.
    • Avoid rudeness and condescending behavior.
  4. Support New Attendees:
    • Encourage and mentor newer members and graduate students.
    • Avoid patronizing or dismissive behavior.
  5. Moderate Alcohol Consumption:
    • Maintain professional boundaries regarding alcohol.
    • It is socially acceptable to prefer nonalcoholic drinks.
    • Decline to attend alcohol-involved events if uncomfortable, without explanation.
    • Do not pressure others to drink or attend such events.
  6. Respect Professional Boundaries:
    • Treat everyone as professional colleagues, avoiding romantic advances.
    • Use dating apps for signaling romantic interest outside conference context
  7. Separate Commercial and Professional Interactions:
    • Keep sales pitches brief and appropriate.
    • Consult with meeting organizers regarding commercial activities.
  8. Avoid Monopolizing Conversations:
    • Practice concise elevator pitches.
    • Ensure conversations are shared and balanced.
  9. Network Widely:
    • Engage with new people, not just familiar colleagues.
    • Participate in diverse conversations and activities.
  10. Listen Actively:
    • Show genuine interest in others and their work.
    • Respond positively to inquiries about your own work.
  11. Address Missteps Appropriately:
    • If you make a faux pas, apologize and learn for next time.
    • Maintain a professional approach to recover from awkward interactions.

After the Conference

  1. Review Your Notes:
    • Go through your handwritten notes, focusing on highlighted or boxed sections.
    • Type and organize notes into major themes for clarity.
    • Summarize important concepts, ideas, results, and references.
  2. Continue Conversations:
    • Email contacts from the conference within a couple of weeks.
    • Use subject lines like “Great to Connect at the [Conference Name]!” to remind them of your conversation.
    • Propose a 20-minute meeting, call, or video chat to continue discussions.
  3. Thank the Organizers:
    • Send a thank-you message to conference organizers.
    • This gesture can help build relationships and open opportunities for future involvement.
  4. Turn Experiences into Professional Development:
    • Discuss with colleagues and your chair how to share conference insights.
    • Create professional-development programming, blog posts, articles, or videos.
  5. See One, Do One, Teach One:
    • Implement new strategies from the conference in your classroom or research.
    • Share successful strategies with colleagues through informal talks, learning circles, or brown-bag lunches.
    • Encourage colleagues to do the same after their conference experiences.
  6. Share with Your Network:
    • Regularly share one idea from the conference on social media, discussion groups, or newsletters.
    • For example, share a weekly “moment of #awesome” on Twitter to highlight positive practices or accounts to follow.
  7. Get Involved in Conference Organization:
    • Volunteer to review proposals, serve on publicity committees, or help steer future conferences.
    • Contributions can lead to benefits such as free or discounted registration, hotel accommodations, or stipends.
  8. Write Reviews and Reflect:
    • Write and publish reviews of the conference for journals, news outlets, or affinity groups.
    • Share insights on what you wish were different and what you learned about attending conferences.
  9. Mentor Others:
    • Offer guidance to colleagues who are new to conferences.
    • Provide a listening ear, moral support, and share examples of what to do and what to avoid.

How to prepare to attend NEPCA virtually

While much of the advice for in-person conferences is ALSO relevant to your experience in attending virtual conferences, here is some additional guidance and advice to consider.

  1. Block off conference time on your work calendar.
  2. Review the program, and notify presenters of your attendance.
  3. Download the conference app or bookmark the website for access to sessions and social functions.
  4. Practice using the conference app, live-session software, and any interaction tools beforehand.
  5. Test your web camera, headphones, and microphone with the software.
  6. Attend practice sessions provided by organizers.
  7. Set your out-of-office email notice and turn off notifications.
  8. Find a private place to participate and enlist family or housemates to minimize interruptions.
  9. Actively participate by taking notes, asking questions, and engaging in side-channel conversations.
  10. Engage actively during and after sessions by taking notes and having discussions.
  11. Use conference-specific hashtags and social media to connect.
  12. Set up follow-up conversations with engaging participants.
  13. Accept that online events may have glitches and be understanding.
  14. Work within your constraints and prioritize live participation over recorded sessions.
  15. Engage your institution and colleagues to support your active involvement in live events.
  16. Consider volunteering to help plan and run virtual conferences. This can provide valuable insights and networking opportunities.
  17. Share your experiences and best practices on social media to contribute to the ongoing conversation about effective virtual conference participation.