To get the most from a big conference, decide in advance what you want from it, pick a short list of people and sessions that serve that goal, and contact the people you want to meet before you arrive. The conversations that matter most at large events are usually arranged in the weeks beforehand, not found by chance in the crowd.
Big conferences reward preparation
Large conferences, such as Web Summit in Lisbon or major tech and business shows in London, can be overwhelming. There are many stages, halls full of stands and a crowd that makes chance meetings harder than you might expect. People who arrive without a plan often spend the days walking between sessions and leave with a bag of leaflets and very few useful contacts.
People who prepare have a completely different experience. They know why they are there, who they want to meet and when. The event becomes a series of good conversations rather than a blur.
Step 1: decide what you want from the event
Start with one or two clear goals. Be specific.
- Meet three potential clients in a particular sector.
- Talk to investors who fund companies at your stage.
- Find a technical partner or a supplier.
- Learn about a topic and meet the people working on it.
- Hire, or find your next role.
Your goals decide everything else: which sessions matter, which stands to visit and, most importantly, who to meet.
Step 2: build a short list of people
Look at the published speakers, exhibitors and partners on the official event site. Then think about the kind of people likely to attend who fit your goal. Build a short list of perhaps ten to twenty people or organisations, and rank them.
Quality matters more than quantity. Five good planned conversations will usually do more for you than fifty rushed ones.
On Prosotto, you can see which members are going to the same event and filter by industry, location and what they are looking for, so your list can include people who are not on any speaker page.
Step 3: reach out before you arrive
This is the step most people skip, and it makes the biggest difference. Send a short, personal message one to three weeks before the event.
- Say that you will both be at the event.
- Explain in one line why you would like to meet, and what might be useful to them.
- Suggest a specific, short meeting: fifteen minutes at a named spot or a coffee just outside the venue.
Keep it brief and friendly. Many people are happy to agree to a short meeting with a clear purpose, and those who cannot will often suggest another time.
Step 4: plan your days
Once meetings start to land, put together a simple plan for each day.
- Book meetings in the gaps between the sessions you most want to see.
- Leave buffer time. Halls are large and queues are long, so it takes longer to move around than you expect.
- Choose a few meeting points you can find easily.
- Keep some time free for unplanned conversations, which often become the best ones.
Download the official event app if there is one, check the venue map and note how you will travel between the venue and where you are staying.
Step 5: prepare what you will say
Have a short, clear answer to "what do you do?" that explains who you help and how, in a sentence or two. Think about what you want from each planned meeting, and what you can offer in return. Bring a simple way to share your details, such as a QR code on your phone, so you are not relying on paper cards.
Step 6: look after your energy
Big conferences are physically tiring. Wear comfortable shoes, carry water and a phone charger, and eat properly. Plan a short break each day. If you are an introvert, give yourself quiet time between meetings and do not feel you have to attend every evening party. A few focused conversations are better than many tired ones.
Step 7: capture context as you go
After each meeting, spend a minute writing down who you met, what you discussed and the next step you agreed. At a big event, conversations blur together quickly, and this note is what makes a good follow up possible.
Step 8: follow up within a few days
Follow up while the event is still fresh, ideally within two or three working days. Mention something specific from your conversation, share anything you promised, and suggest a concrete next step. For the people you did not manage to meet, a message saying you were sorry to miss them and proposing a call is perfectly reasonable.
A simple checklist
- Two clear goals for the event.
- A ranked short list of people and organisations.
- Personal messages sent one to three weeks before.
- A day plan with meetings, sessions and buffer time.
- A short introduction and an easy way to share details.
- Notes after every meeting.
- Follow ups sent within a few days.
If you are heading to a large event, start by browsing the Prosotto networking events hub to see who else is going and connect before you arrive.