The Undergraduate Researcher’s Guide to Conferences and Packing
Scientific conferences are fantastic opportunities to get out of the lab and showcase your research, as well as meet and interact with peers, collaborators, and like-minded scientists. Attending conferences and making the most of your time are such important investments in your future career; however, conferences can be overwhelming. A lot is packed into a few short days–poster presentations, workshops, career fairs, exhibit halls, networking, etc. And although it seems like a lot, conferences are definitely surmountable!
I’ve learned a bit about conferences and conference travel/packing in the past year or two, and I wanted to share some of that knowledge for anyone who might be preparing to attend a conference for the first time, whether it’s packing tips or just general tips for conferences!
General tips for conferencing:
- Pick the right conference(s)— choose conferences that not only interest you but that will benefit you most! If you want to go to a conference where you’ll be able to present your work or a conference that will bring you up to date with the latest findings in your field, choose a conference that will allow you to do that. (Ex: SACNAS, ABRCMS, SCCUR, and major-specific meetings are great options!) If you want to go to a conference to network, build connections, or possibly land internships, look for options that can do just that for you! (I attended SASE and PBWC this past year!)
- Pack smart–I always make a list of everything I need, pack outfit pieces I can overlap into other outfits, etc (more about this in the next section), and leave extra room for goodies on the way back. Additionally, I never check any of my bags, just to save time at the airport! But more on this stuff down below!
- Plan ahead–Meetings and conferences tend to have multiple tracks/schedules that are often spread out across convention centers, so planning ahead of time is a great idea! Check for online programs (some even have mobile apps!) for workshops, events, etc you want to attend!
- Network!–Building a professional network is one of the most important reasons for going to a conference. Networking offers the opportunity to start building your scientific network, which will yield benefits in the form of scientific collaborations, recommendation letters, postdoc appointments, and so on. So, talk to others about all the cool things you do, and listen to all the cool things that others do! You’ll be surprised by the things you’ll find out and who you might meet!
- Hand out business cards–A business card with your name, email, university, phone number, etc, makes it that much easier to exchange contact information and connect with people afterwards! Additionally, find a way to make yours creative that way it stands out amongst the others!
- Talk to people– Talk to EVERYONE!. Most people are super friendly and probably want to talk just as much as you do! Get out of your comfort zone, ask people what they want to get from the conference, how far they traveled etc, you never know what you’ll learn or who you’ll meet.
- Don’t hang out solely with the people you came with—Go to different sessions, eat meals with other people, maximize your time at the conference so you can share with each other what you’ve learned.
- Make a schedule, be willing to change it— make a schedule of what you’d like to attend, know what you absolutely must see and go to, and be willing to miss a few things for coffee or touristing around with friends, both old and new!
- Make time for yourself—conferences can be overwhelming with all of the workshops and networking,. Remember to make time for yourself, whether that’s spending a night in, sleeping in a little past breakfast, or going out around the town for sightseeing!
- Drink a lot of water–Flights and traveling are notorious for dehydration! Plus, it’s so easy to forget when you’re on the go all day! So be sure to fill up and stay hydrated!
- Take lots of pictures and make lots of memories–Whether it’s a motivational key note speaker, a night out on the town, or just your fancy dinner for the night, pictures and videos are great ways to remember your experiences!
- Follow up–The conference is over, and you’re probably going to be swamped with homework and labwork, but don’t forget to send out those emails to program coordinators at universities, message people you met at the conference and stay connected, look over notes and ideas, etc! One thing I like to do is “convert my ideas into actions,” or in other words, make a list of things I want to do, be it finding a summer internship or looking up a really awesome topic I saw at a poster session, and set them to life!
For a typical 3-5 conference:
In my carry-on:
- conference shoes (I always wear a pair of black, classic pumps, but any flat/heel/wedge that’d be nice enough for conferencing will do)
- casual shoes (I usually pack an extra pair of flats and/or booties for after-conference wear)
- workout shoes/sneakers (if I decide to work out)
- 1 blazer (to compliment your outfit, I usually choose between black or navy)
- 1 cardigan (great to keep around for cold conference rooms!)
- 3-5 outfits (I opt for a dress each day of conference since I’m horrible at putting outfits together! Plus, it makes for less packing!)
- 1 pair of jeans (I try to pack a versatile, dark pair of denim to match with multiple outfits for after hours at conference or for networking events)
- 3-4 tops/blouses (I pack a mixture of light sweaters, blouses, and plain tops to dress-up under blazers/cardigans)
- gym shorts, tank top, and sports bra for sleeping, lounging, or working out
- coat and gloves for colder climates
- straightener/curling iron (if you use one)
- large ziploc bag for all of my liquids
- make up bag
In my bag/backpack:
- wallet (ID, cash, debit/credit cards, and any other items people usually keep in their wallets)
- cameras (I always carry around a GoPro and a small mirrorless digital camera to take photos and videos throughout the trip)
- business cards (Conferences are great places to meet people! They’re great for networking!)
- padfolio (perfect for taking notes throughout the conference/workshops and a great place to stash resumes and handouts!)
- water bottle
- medications (Advil, Dayquil/Nyquil, etc)
- any school work or notebooks
- 2 portable chargers
- charging cables (laptop, cell phone, cameras, etc)
- itinerary (any confirmation numbers for flights, hotels, conference registration, etc)
Miscellaneous Items to Carry:
- Your poster and poster tube!
Big tip: Save space for all the things you’ll be bringing back (university goodies, souvenirs, etc)