Early Career Professionals How To Toolkit

How to Navigate a Conference

What is a Conference?

A conference is a formal gathering where people with shared interests come together to exchange knowledge, ideas, and experiences. It is designed to foster learning, collaboration, and networking among participants. This is typically achieved through presentations, workshops, and discussions. Events may last a single day or span several days, varying in size and organized by one or multiple organizations. They may be conducted in-person, online, or in a hybrid format.

Types of Conferences

    • Academic Conference: Formal meeting where researchers and scholars present findings, exchange ideas, and connect with peers in their field
    • Professional Conference: Gathering of professionals in a particular field or industry to share knowledge, discuss trends, and build networks

Ways to Participate

Most conferences offer several ways to participate. Participants may attend a session, primarily in listening or learning mode, and/or they may be a presenter, sharing their expertise via oral presentation, poster session or other engagement. Participation may be in-person, online, or in a hybrid format.

Attending a Conference

Attending a Conference: Register for the conference and choose whether to attend in person, virtually, or in a hybrid format. Participate in sessions such as presentations, panels, and workshops that match your interests. Take advantage of networking opportunities with peers and experts to grow your professional relationships.

Benefits of attending a conference: 

    • Learn from peers and experts 
    • Broaden your knowledge and skills
    • Stay up-to-date on new professional tools and practices
    • Share ideas and gain feedback in a supportive environment
    • Expand your professional network and discover new opportunities

Registering for a Conference

Attending a conference benefits advance planning. Participants often register ahead of time through a website or event platform, providing information about themselves, selecting attendance options, and paying required fees. Registration may include options to book lodging, sign up for workshops or special events, and apply for financial support. Many conferences offer discounts for students, early career professionals, early sign-ups, or members of professional associations. Depending on the conference, and space permitting, last minute or day-of registration may be available.

Tips for Success

  • Register early: Secure your spot, take advantage of early-bird discounts, and guarantee access to sessions or workshops with limited space.
  • Check eligibility for discounts: Look for reduced rates available to students, early career professionals, or members of professional associations.
  • Add extra activities: Consider registering for optional workshops, special events, or social activities to enhance your conference experience. 
  • Plan accommodations and travel: Reserve housing and transportation in advance to secure better rates.
  • Update your profile: Confirm that the information you provide during registration (e.g., name, title, credentials, organization) is correct, since it may be printed on your badge and shared in the conference program.

Applying to Present

Participants may be invited to present by submitting an abstract, summarizing their research or project. Submission deadlines vary, but proposals are usually due several months before an event. When applying, participants may be asked to select a presentation format, such as an oral talk, poster, or workshop. A proposal is often strengthened when multiple participants apply to present together.

Benefits of presenting:

    • Showcase your work
    • Receive valuable feedback to strengthen your work
    • Connect with peers, mentors, and future potential collaborators
    • Enhance your communication and presentation skills
    • Build your professionals credibility
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Tips for Success

  • Submit early: Track important deadlines and give yourself time to revise your abstract before submitting.
  • Choose the right format: Select the presentation style that best showcases your work. 
  • Prepare engaging materials: Use clear visuals, concise language, and strong examples to clearly communicate your key points. 
  • Practice delivery: Rehearse your presentation to stay within time limits and build confidence.
  • Be ready to engage: Anticipate questions and use discussion points to connect with the audience.

Conference Sessions and Events

While conferences differ by field, size, and format, most include common elements, including a mix of opportunities for learning, collaboration, and networking. Understanding what to expect helps participants prepare in advance, stay organized during the event, and make the most of their time.

Session types: 

Plenaries
Oral Presentations
Rountables
Lightning Talks
Poster Sessions
Workshops
Affinity Groups
Exhibitions (or Expos)
All attendees gather to hear major announcements, listen to keynote speakers or panels, and discuss important topics relevant to the field. These sessions highlight key conference themes and provide insight into emerging issues relevant to conference-goers.
In oral presentations, researchers and professionals share their work, highlighting key findings and insights. Sessions frequently feature multiple presenters whose content centers on common themes or approaches. Sessions often end with an interactive discussion that allows attendees to ask questions and give feedback.
A roundtable is an open conversation that brings together a small group of experts and attendees to discuss a specific topic. These sessions are interactive, encouraging participation, sharing of perspectives, and exploring ideas.
Short and focused presentations, typically 5 to 10 minutes long, featuring multiple speakers in a less formal setting. These talks are designed to spark interest, present fresh perspectives, and give time for informal follow-up conversations and networking.
A visual display gives presenters the opportunity to showcase summaries of their work and connect directly with conference-goers. These sessions allow participants to engage in one-on-one conversations with presenters.
Hands-on learning opportunities allow participants to develop skills and learn something new. These sessions involve hands-on activities, group exercises, and opportunities to apply knowledge in practical ways. Some workshops may offer continuing education credits. Workshops may require advance registration.
Dedicated sessions provide a place for participants with shared backgrounds or goals to connect, collaborate, and learn from one another. These sessions carve out space for professional exchange and networking.
Events where for-profit companies, nonprofit organizations, and academic institutions showcase products, services, and opportunities. Exhibitors generally have dedicated booths that are set up in an expo hall or dedicated area of a conference venue. Expos are typically open for multiple hours on one or more days of a conference, enabling conference-goers to explore as they have time. Expos provide informal opportunities for conference-goers to explore new tools, discover resources, and build connections for future collaboration.

Virtual Opportunities

Many conferences include virtual opportunities before, during, or after a conference. Through a conference app or web platform registrants may join live-streamed sessions, access recordings, and connect through digital networking tools. 

Tips for Success

  • Prepare in advance: Review the conference program, plan which sessions to attend, and set goals for what you want to learn or achieve.
  • Actively engage: Take notes, ask thoughtful questions, and participate in discussions to show your interest.
  • Network intentionally: Introduce yourself to professionals and peers, exchange contact information, and follow up after the event to build lasting connections.
  • Be professional: Dress appropriately, arrive on time, and respect the event schedule and speaking time of others.
  • Stay open and flexible: Explore new topics, attend different session formats, and take advantage of opportunities to broaden your knowledge.
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