How to get the most from a conference
Attending a medical conference is a common learning activity for medical professionals.
However, the investment you make is considerable, both in terms of costs, time away from home and so on, so you want to make sure you get the most from them.
In this article I’ll describe some helpful tips to help you get the most out of it.
Benefits of going to a conference
Conferences are an excellent way to concentrate your CPD activities in a dedicated block of learning. While some conferences offer a single stream of events, many have multiple parallel sessions, allowing you to focus on issues that are important to you.
Many conferences are the setting for the release of ground-breaking research. You get to hear the presenters discuss the results in detail, be challenged by peers, explore difficulties in conducting the research etc. Plus, you get to be the first to know the results!
Presenting at a conference can be anxiety provoking for even the best of presenters. As a result, presenters are usually very well prepared for their chosen topic. There is no substitute for listening to an expert sharing their opinions and thoughts on their interest area.
Furthermore, conferences are often a cauldron for idea generation - hearing about new and innovative approaches can be very interesting and stimulating.
Conferences can be a great way to understand the different ways things can be done – go in with an open mind and challenge your existing dogma. Even if you don’t learn much new knowledge, its still good to validate you’re practicing evidence based medicine.
Conferences also offer a brilliant opportunity to network, establishing and reinforcing future relationships in the industry.
They are also a chance to share your work – many conferences have poster presentations or sessions for short presentations, where you can spread your ideas and get feedback that can help you develop them further. Consider submitting an abstract to see if you can get a slot
Don’t forget the industry display – this is an opportunity to see new technologies and products, ask questions about their use, and compare similar products and services
Choosing a conference
There are a great many conferences to choose from, so how do you pick the right one? Consider carefully what it is you want to get out of the conference - are you there to learn new ideas? Hear the latest research? Establish your network? The answers to these questions will help inform your decision.
Chat to your supervisors and colleagues, and find out what others have said about their experience at the conference in the past. Have a look at the program and see who will be presenting.
Consider also additional services and requirements such as breast feeding rooms and child care, food requirements, minority representation and disability access. Modern-thinking conferences take these considerations seriously. Some even have scholarship programs to help junior doctors attend.
Finally, if you’re claiming the conference for your CPD Home, make sure you know if it’s accredited and what you can claim.
Preparing for the conference
Start with the program, which is usually published well ahead of the conference. Make a list of the key presentations you want to see.
Consider reading up on some of the topics you are interested in – this allows you to focus on the gaps in your knowledge.
Consider also the affiliations of the presenters – everyone has biases, intended or not. This isn’t necessarily a problem as long as their conflicts of interest are declared, so you can take these into account. Also, you can watch videos of the presenters past presentations – this can help with your preparation, but also highlights whether the presenter is easy and interesting to listen to.
Consider attending industry sponsored events. While these presentations often provide the manufacturer‘s perspective on the issue, they can provide interesting new concepts and ideas that can generate your own.
Don’t forget to download the conference app – these are increasingly common at conferences these days, and are a good way to network as they usually have communication features such as messaging. They also provide an option for sending you reminders for sessions you’ve flagged as interesting. Some conferences require you to submit feedback on sessions via the app in order to generate a certificate of attendance, which you might need for your CPD. Conference apps are increasingly being used to increase interaction with the audience, eg real-time polls and Q&A sessions are conducted via the app.
At the conference
Major conferences can be quite overwhelming. There are lots of sessions, and it is easy to exhaust yourself. It is probably better to focus on key areas so that you can make the most of them, rather than spreading yourself too thinly.
There are many different formats for events, such as:
lecture / presentation – one directional information flow;
symposium – usually a case vignette, often hosted by a facilitator, which are great for tips and suggestions on how to manage individual clinical problems;
workshop – small group work, usually with a key focus;
panel discussion – multiple presenters who often add different view points or individual expertise;
poster presentation – booths with a poster display, giving you an opportunity to discuss interesting ideas with the presenter (note, there is often a specific time where the presenter talks about their poster, but you can also go and read them whenever you have free time);
breakout sessions – often for special interest groups;
Pro-con debates - also very interesting, hearing experts outlining contrasting arguments on a topic is highly stimulating;
Conference workshops - great opportunity to learn new skills and knowledge in a concentrated way. Make sure you prepare, and be ready to get involved
If there are concurrent sessions, think about which ones will be the most beneficial for you. A talk about your favourite subject might sound interesting, but it may just confirm what you already know, without teaching you anything new. Sometimes the best topics are the ones you know very little about, so be prepared to step away from your usual subjects to get the most impact.
If you are attending with friends or colleagues, consider deliberately going to different sessions, then meeting up afterwards to discuss. Having to give a 5 minute summary of the key points of what you have learned can make you pay a bit more attention to the details of the session, and you get to hear the key messages from another talk too!
Actively listen
Getting the most from a conference requires considerable attention. Sit where you can hear and see well and avoid distractions – turn off your phone if you can, and always have it on silent. If you’re expecting an important call that you have to take, try to sit at the end of a row or near the door for a quick exit.
Being attentive with positive body language has benefits for presenters too, who are often incredibly anxious, and could use your support.
Taking notes
Many conferences will now record sessions and allow you to review them later – check this, as you then don’t need to take copious notes which helps you concentrate.
However, you might still want to jot things down. One suggested approach is to use the Question / Evidence / Conclusion format, adopted from Cal Newport’s book How to become a Straight A Student
If you’re using electronic means, remember to take along a power pack to keep your device charged. Laptops can be tricky – not all venues have power immediately available. A tablet is often best.
Take pictures with your phone of important slides – this is especially good for references to journals
Ask questions
Be prepared to ask questions at the end. Chances are you’re not the only one who wants to know the answer. Most presenters are passionate about their topic, and are happy to discuss in more detail. Asking may make you feel a bit intimidated, but you rarely need to.
You can also approach them after the session. If you’re nervous, start by simply introducing yourself and complimenting them on their presentation. Perhaps say “I found this bit really interesting, and it raised some questions for me”. You’ll quickly get a feel for whether or not the person is happy to engage.
Social media
Increasingly, conferences have their own hashtags – if you’re commenting (or following) on social media, try to use the one created by the conference organisers to ensure as many people as possible can follow along.
Hashtags help you stay aware of other events the organisers want you to know about, and share insights with those who can’t attend. They can also help you if there are parallel sessions you’re interested in and you can’t attend both.
If you’re trying to “build your brand”, take some pics with other attendees – these serve as easy fodder for social media content and highlights you were there.
You can follow the hashtag pre- and post-event too, for added insights
Trade display
You might be inclined to dismiss the trade display, but there are several reasons to reconsider. It is important to go – these companies are often funding the conference keeping your costs down, so make sure you spend the time with them.
Consider the list of companies with displays (again, these are often published ahead of time) and prioritise those you want to talk to. You could check with your colleagues who can’t attend and get their suggestions too.
Trade displays also provide opportunities to hear about new concepts and technologies, play with equipment and ask questions. Some companies will provide demos at specific times – make sure you plan to attend the ones you’re interested in. Remember to take printed information with you from the companies you find interesting
Networking
Networking is an important and under-acknowledged function of conferences. Contacts you make are very useful to act as experts for decision making in the future, or to open up job or partnership opportunities.
Like sessions and the trade display, it is important to prepare. Some conferences publish attendee lists – make note of who you’d like to chat to. Find out what you can about them – Linkedin is a great start as it gives you an idea of what they are interested in, where they work etc which can help you get started chatting. Consider sending them a message prior to arrange a time to meet, as people get busy very quickly.
Coffee and meal times are great opportunities to chat. At lunch, many people are looking for a place to sit - just walk up and say “Mind if I join you?”
You should practice (or at least consider) what you will say about yourself when you meet new people (for example, “I’m a senior house officer interested in research in women’s health”).
Remembering names can be hard. The issue is usually related to not putting the information into your head (sometimes called encoding), not recalling it. Try to use the name in the first sentence you say after hearing it (“It’s very nice to meet you David”) which helps to encode it into a memory.
Before attending, consider if there is anything you want to give to prospective contacts. If you have a message you want to convey, make sure you practice your “elevator pitch”. Another option is to bring printed copies of your work, or a QR code to your online poster.
Think about how you’ll share your contact details (and get theirs). Business cards are far less common these days than they used to be. If you want to arrange a followup, try to book it in in real time so it doesn’t get forgotten, and make note of anything you committed to doing.
Make sure you jot down what you talked about, including personal information they share – these can serve as icebreakers the next time you meet.
Social program
The social program at conferences is often great fun, and serve to establish stronger networking relationships. Be mindful of the purpose of your attendance – going too hard at the conference dinner can make it harder to concentrate the next morning!
Other considerations
Accommodation
Many conferences take place at a hotel, or partner with a nearby one (which can offer conference special rates). Having a quiet place close by to retreat to can be useful, and cutting down on transportation time / costs is also a consideration. Staying at the conference hotel can also increase the chances of informal social interactions and networking with other attendees.
If the conference is held at a conference centre, it may be away from the centre of town, which might have better accommodation options. Make sure you check the location and public transport options before booking accommodation.
Professionalism
Remember to wear appropriate clothing. Be respectful of the presenter and the other participants (e.g. avoid noise; don’t leave mid presentation if it can be avoided; prepare your questions and use the microphone; turn your mobile to silent).
Avoid unprofessional behaviour, particularly excessive drinking, at social events (you never know who you’ll be making an impression on!)
Looking after yourself
Sleep can be difficult in hotels and changing timezones, so try not to extend yourself. Remember to get some exercise, and avoid over-indulging in alcohol and poor eating choices, which can make you feel very lethargic, compromising your conference goals.
After the meeting
Revise your notes and add details as appropriate, look up the papers you’ve noted down, and upload the pictures in that you’ve taken with your phone.
Make sure you add the conference as an activity in your CPD Home diary. Many conferences produce an attendance certificate which you might need to claim the activity. Osler allows you to capture your learning notes and uploaded files, and search for them later – this acts as a great tool for finding the information you’ve gathered again in the future.
Share your insights with your colleagues – this is a great way of consolidating the knowledge you’ve gained, and it is good to do if your institution or employer supported your attendance in any way (financial, allowing you to have leave, etc)
Remember to claim any expenses you are entitled to – transport fees, meals, conference fees, accommodation and flights are common examples. Don’t forget to keep the receipts.
Send a followup to anyone you want to establish a firm relationship with, and take time to provide constructive feedback to conference organisers if the opportunity arises.