Attending a marine mammal conference is an exciting opportunity to learn, share your research, and meet new people who share your passion. Whether it’s your first conference or you’ve been to many before, it can still feel a little overwhelming with so much happening all at once. Over the years, I’ve had the privilege of attending conferences worldwide and have picked up some helpful tips along the way. So I would like to share these tips to help you maximize your conference experience. Enjoy, and please let me know if you have any additional tips to include!
Before the Conference: Prepare and Set Goals
Set goals for the conference and review the schedule
Before attending, think about what you want to achieve. Whether it’s meeting specific people, learning new methods, or finding collaborators, having clear goals will help guide your interactions and make the conference feel more focused. Look over the program ahead of time to prioritize sessions, talks, and events that align with your research interests and goals. A helpful tip would be to note what talks, social events, and poster you don’t want to miss, and try to come up with a schedule, so you can figure out if several talks you are interested in are happening at the same time or not.
Prepare your elevator pitch
If you are a bit nervous, it could be really useful to practice a concise 30-second to one-minute summary of your research, interests, and goals. This will make introductions smoother and ensure you’re ready when people ask, “So, what’s your research about?” Don’t worry—it doesn’t have to be perfect, but it will help you feel more at ease.
Bring business cards or digital contact info
Meeting new people is one of the best parts of a conference, and having an easy way to exchange contact info makes it even better. Don’t stress if you don’t have fancy business cards—just having a way to stay in touch, even through LinkedIn, Twitter or Instagram will do the trick. Be ready to share your information when you meet someone new.
If your conference has a social network set up ahead of the conference, join it!
If your conference has set up a social network, make sure to join it! For example, the Society of Marine Mammalogy 2024 conference in Perth has a dedicated Discord channel. Engaging on this platform before the conference begins is a fantastic way to meet fellow attendees, share your interests, and arrange meetups during the event. It’s a great space to start networking, ask questions, and get excited about what’s to come. You’ll likely find others who feel just as eager to connect, making it a great way to kick off your conference experience!
During the Conference: Engage and Network
Volunteer to gain instant buddies
If you have the chance to volunteer at the conference, take it! Volunteering not only gives you behind-the-scenes access, but it’s also a fantastic way to meet other attendees. As part of a volunteer team, you’ll instantly bond with your fellow volunteers—whether you’re helping with registration, managing tech for a session, or guiding lost attendees. This gives you an immediate group of “buddies” to socialize with, making the experience much less daunting.
My first conference was the European Cetacean Society conference in 2017, in Denmark. I went as a volunteer and knew nobody at all before the conference. I ended up making some amazing friends. The social events, which initially felt intimidating, became so much more fun thanks to the connections I made. Even now, I still keep in touch with many of the volunteers, and those friendships mean a lot to me.
Engage with fellow poster presenters
If you’re presenting a poster, don’t just wait for people to approach you. Take the opportunity to interact with your neighboring poster presenters. Strike up a conversation with them during setup or downtime, and you’ll be surprised how quickly you can make new connections. The poster session is a relaxed environment where everyone’s happy to chat about their research, and making these connections can lead to collaborations or even lifelong friendships.
Network with other presenters in your session
Giving a talk? Don’t miss the chance to introduce yourself to the other presenters in your session. You’re sharing a stage with researchers who might have similar interests, so why not break the ice beforehand? It helps calm any nerves you might have and opens a channel for future collaboration or feedback on your own research.
Ask questions and engage with speakers you admire
When you attend talks that fascinate you, don’t hesitate to engage with the presenters. Ask questions during the Q&A or, if you’re shy, try to approach them afterward for a one-on-one chat. Most presenters appreciate the interest and are happy to discuss their work further. Coffee breaks and socials are also ideal opportunities to approach researchers you admire in a more relaxed setting. Don’t worry—everyone at the conference is there to exchange ideas and broaden their professional circles, so respectfully approaching someone for a conversation is always welcome.
Attend social events to maximize networking
Conferences aren’t just about the science; they’re also about building connections. Make sure to attend any social events, whether it’s a welcome reception, a dinner, or an informal networking event. These are excellent chances to get to know your peers outside of a formal setting. Make it a goal to introduce yourself to as many new people as you can. It might feel intimidating at first, but remember that everyone is in the same boat, looking to socialize and network.
Ask for help if you’re shy
If you find it difficult to strike up conversations, consider asking someone you’ve already met (like a fellow volunteer, poster presenter, or peer) to help introduce you to others. This can take some pressure off and help you build new connections with less anxiety. You might also find it easier to approach groups rather than individuals—group settings often allow for more casual, flowing conversations.
Don’t hesitate to respectfully approach senior researchers
It can be intimidating to approach senior researchers whose papers you’ve read and admired. However, I found that some of the nicest and most down-to-earth people I’ve met in our field are those who have been around for a while! Be polite, but don’t hesitate to introduce yourself, mention your research interests, or ask them about their work. You might be surprised by how approachable they can be.
Visit exhibitor booths
Exhibitor booths might not seem like a top priority, but they can hold some hidden gems. Many booths sell fun and exclusive marine mammal merchandise that you won’t want to miss out on! Additionally, some exhibitors are supporting specific causes or initiatives that align with your interests. You might also discover new technologies that can help elevate your research or spark fresh ideas for your projects.
Maximize your learning and involvement
Attend workshops and side events
Don’t miss out on the valuable opportunities that workshops, panels, and interest group meetings provide! These smaller sessions are designed for hands-on learning and focused discussions and might allow you to dive deeper into specific topics that resonate with you.
Take notes during sessions
Don’t forget to write down key points, takeaways, and the names of presenters you’d like to follow up with. Keeping organized notes will not only help you recall important details but also serve as a foundation for your post-conference networking efforts. This little practice can make a big difference when you’re trying to remember who to reach out to after the event!
On a personal note, I usually try to write down any fun details about conversations I had that day, right before going to bed. I get so mentally exhausted at conferences that I usually forget what happened if I don’t write it down. Don’t underestimate the power of jetlag and exhaustion, write the little details down.
Stay active on social media
Engage with the conference community online by using the event’s hashtags on platforms like Twitter, Threads or Instagram. It’s a fun and interactive way to connect with fellow attendees, share insights from sessions you’ve attended, and stay updated on what’s happening, even if you miss certain events.
After the conference: Follow-up
Be mindful of self-care
Conferences can be exhausting and they deplete our social batteries, so it’s crucial to take care of ourselves throughout the event. Make sure to hydrate, pace yourself, and take breaks when needed. Prioritizing your well-being will keep you energized and engaged. Remember, it’s perfectly okay to step away and recharge for a bit, whether it is in your hotel room, on the beach, in a park, etc.
Keep in touch after the conference
Once the conference wraps up, take a moment to send a follow-up email or message to the people you connected with. Thank them for their time, reference a specific conversation or talk you found particularly interesting, and express your desire to stay in touch. This thoughtful gesture helps solidify the relationships you’ve started and opens the door to future collaboration, creating a lasting impact well beyond the conference.
Thanks so much for making it to the end of this guide. Please let me know if it was helpful, or if you have suggestions to add to the guide. If you are a bit worried about your first conference, don’t hesitate to get in touch, I’ll help in any way I can 🙂
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Anaïs is the founder of Whale Scientists. She is a postdoc fellow at Simon Fraser University working on killer whale ecology, pollution, and health impacts. You can read more about her here.
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