Conference and Event Tips v2

Given the prevalence of COVID-19 and other illnesses, it is important to document a new set of conference and event tips. So, in version 2 of my conference and event tips, I have added a health section with information for protecting not just your own health but the health of those around you. When you are going to an event, you are entering a community, and the health of the entire community is key. My other tips still apply and are also listed herein.

Every month, there is at least one conference or gathering to go to—or, at the current time, to attend remotely. Whether the smaller InfoSec World, the much larger RSA Conference, or VMworld, conferences are a fact of a technologist’s life. There are as many ways to choose a conference to attend as there are people attending conferences, but there are some tips that span all.

We go to conferences to learn, commiserate, and gather data. We visit the show floor if we have time, attend sessions (even if it is just the one we are presenting at), and talk with others. These tips will help you get through VMworld and other conferences.

Health Tips

Given the spread of COVID-19, how we attend and interact at conferences and other gatherings is important for protecting our health and the health of our communities. The health tips immediately below are based on information from the Centers for Disease Control and Prevention (CDC), the World Health Organization (WHO), and other health-related sources. Surprisingly, the etiquette and manners we were taught as children apply to maintaining our health. Politeness and etiquette counts.

If you are sick with any disease that others can catch, do NOT attend the event in person; instead, attempt to attend virtually. Ask the event manager if a remote option is available. Currently, many events have been changing to virtual events. VMworld, which still expects to hold its in-person event August 30 through September 3, 2020, has had Beams for use by remote attendees. Via Beams, you can join certain parts of the show remotely.
Have a written contingency plan for the possibility that you may become sick before, during, or after an event. Ensure that your family and appropriate colleagues know how to access this plan. I would involve them in creating it as well.
Wash your hands properly. The World Health Organization (WHO) has a great updated poster on proper technique. The requirement is minimally twenty seconds, which is two times through “Mary Had a Little Lamb.” The best approach to washing hands is to use soap and water with friction.
Do not shake hands, hug, or otherwise touch a person when greeting them. Instead, use a culturally appropriate greeting. In most English-speaking countries, a polite “Hello” with a head nod and smile is usually sufficient. Be sure to include the person’s name if you know it after “Hello.” If you do not, it could be considered an insult. If you do not know a person’s name, introduce yourself as part of the greeting, which will invite them to respond with their name. Try to be natural in your nod.
Periodically wash your hands throughout the day. Ideally, wash them each time you touch any surface used by others (which is pretty much everything). Do not take out sanitizer or wipes while talking to others; leave the area to do so.
Cover your nose and mouth with a tissue or your elbow when you sneeze or cough. The best approach is to turn away and then cover your nose and mouth. You may even be able to get an “excuse me” out before your sneeze or cough takes over. Then, keep your hands to yourself. Politely excuse yourself and go and wash your hands and face. By the way, during the Spanish flu epidemic, police gave tickets for failure to cover up when coughing or sneezing.
Do not touch your face, nose, ears, etc. Keep your hands down.
Use utensils to eat all food as well as straws for drinks. You may want to consider avoiding finger foods set out by others.
Stay minimally six feet away from others but do not shout across a room.
If you get sick during an event, stay away from the event and get help from a local medical establishment or use a teledoctor if available.
When traveling via air to an event, use your overhead air vent to create a curtain of air between you and the aisle as well as your neighbor.
Go outside and breathe some fresh air periodically. It is best to breathe nonventilated air to clean out your systems. The sun also helps one feel more hopeful.
Relax and stay calm. The more stressed you are, the worse your immune system gets.
Pay attention to those around you. If they exhibit symptoms or bad hygiene, move away politely. If the symptoms are severe enough you may wish to mention this to the conference management.
Be careful where you eat. If your wait staff is sick or exhibits symptoms, politely ask to speak with the manager to ask for new staff. If the manager is sick, or there is no new staff, I would strongly urge you to leave the premises.
Speak to your physician about ways to boost your immune system before, during, and after such events, and even about whether you should attend.

Older Tips

Following are conference and gathering tips I mentioned in a previous article. These tips still apply, and I like to keep things like this in one place.

Comfort Tips

Do not wear new shoes! Ensure that your shoes, boots, sneakers, or other footwear are well broken in before you go to the conference. If your feet hurt, you will not enjoy yourself, nor will others enjoy being around you.
Dress comfortably yet professionally (business casual). You never know if the person you are talking to could be your next employer. Conferences are also job fairs.
Dress for cold and hot climates. Most conference centers are exceptionally cold. Outside may be in the 100s! Above all, be comfortable.
Drink lots of water! Many conferences provide you with a water bottle. Make use of it. Wandering around and talking at a conference will dehydrate you fairly quickly. Most hotels provide bottles of water as well. Ask the front desk, concierge, or bell stand for one or two before you head out.
For Las Vegas–based conferences: find ways to get to the show floor that do not take you through casinos.
Get a good breakfast. If the conference provides protein, fruit, and what you like, then by all means, utilize the conference breakfast. I usually find that conferences tend to provide sugar and related foods that convert into sugar instead of sustainable breakfasts. This is not a good base for a hectic day!
It is strongly urged that you shower daily. It is hard to participate if people are trying to avoid you.
Make sure you get sleep. Sleep is good. Skip a party to get sleep if you have to.

Social Tips

Do your homework. If you want to talk to a vendor either about a job or about their product, be sure to know what you are discussing before you talk to them. The same holds true for some of the people you will want to talk to at the conference. If you wish to be remembered, ask pertinent and thoughtful questions. Do not ignore people’s hobbies.
Meet with your community. Whatever your community is—whether vExperts, speakers, or hobbyists—it is always good to meet up with your community. This is a chance to put faces to names and handles. Introduce yourself to someone you do not know in your community. You never know where that could lead—perhaps even to a job offer for your dream job.
Introduce yourself or have a mutual acquaintance introduce you. Do not expect that everyone will know who you are. At a security conference, I once had a great conversation with Whitfield Diffie. All it took was going up, introducing myself, and asking a question that interested him. (See “Do your homework.”) At VMworld, I bumped into Paul Maritz (then VMware CEO) at a restaurant and Joe Tucci (former EMC CEO) in an elevator. You really never know whom you will meet. Make sure you are ready to introduce yourself and have an engaging conversation. At VMworld, vExperts have unprecedented access to the upper echelons of VMware; introduce yourself.
Plan ahead. There are many non–conference related, vendor, and conference related events. Plan beforehand which you would like to attend. Be flexible: vendor events are often invitation only, but you may get an invitation during or before the show. At VMworld, there are nearly ten things every night. You will have to either pick and choose or have a strict schedule. Personally, I pick one or two events per night and do not overlap them by much. Also, be aware of those you need to show up at to do some quick socializing before heading someplace else.
Do not ignore morning events. Often, these offer a better breakfast but also a chance to socialize, talk shop, and get your burning questions answered.
Know when to walk away. This is one of the hardest lessons for anyone to learn. It is fine to leave a group and go to another or to just leave a conversation if something is happening or the conversation is one with which you disagree. Walking away without rancor and politely is the way to go.
Similarly, know when to say no. You will be asked to do many things at a conference, from joining friends to eat or getting scanned by vendors. You can say no to any of these requests. However, do be polite about how you say no.
Mentor someone. Reach out to first-time conference goers and offer to mentor, guide, or walk around with them. You can then introduce them to interesting people, answer their questions, etc. It can be very difficult to get your feet under you at a new conference.
Plan to walk the show floor. Depending on size of the show, this could take less than an hour, or at larger conferences such as VMworld and RSA Conference, it could take eight or so hours. I always head to the edges of the show floor first, as they generally have the startup booths. Do not ignore talking to the other vendors as well. Have a set of interests and go after them. I know people who plan on hitting key vendors first and then wandering around. I tend to go row by row, and I talk to those who interest me or are relevant to my projects. Once more, do your homework!
Start a conversation. Some of the best conversations are those I have in the hallways, not the sessions.
Plan your transport to and from your hotel and airports. It is best not to wait until the last minute to plan your travel to and from your hotel. Generally, a hotel within walking distance is great, but sometimes you need to be farther out. I know some people who had to take a train daily. So know the schedules! Perhaps team up with a friend, coworker, or other colleague to rideshare. Airports will have taxis, Lyft, Uber, trains, and hotel shuttles. If you do not know which to use, ask your conference mentor.

Session Tips

Be prepared to not get your questions answered fully in a session. Speakers are on a tight schedule. Some may ask you to talk after the session or to get in touch with them. Take advantage of that and do so.
Be prepared to ask questions after a session. You can email or otherwise contact a speaker. Most would like to hear from you. It it is a C-level speaker, expect delays in response.
Be professional. Heckling is not professional. If you do not agree, you have two options: leave quietly or ask thoughtful and perhaps probing questions. Also, remember that this is not your session: let the speaker do their job, and perhaps let others ask questions first.
Fill out the evaluations. Evaluations are used to judge which speakers do a good enough job to bring back. The extra comments will help folks decide what would be good for next year. Be thoughtful and not personal on these comments; that would help quite a bit.
Fill out the after-conference surveys. These also help with the conference for the next year. List out any areas that could be improved. Once more, refrain from being personal.

Technology Tips

Do not type in passwords or other credentials via a bluetooth keyboard.
Plan to go lightweight! Bring just enough technology. Do not bring your office on your back. I have reduced my collective technology to my iPad, iPhone, spare battery, and related cables. All else has been removed from my conference bag.
Bring a rechargeable battery or two. Have a spare to lend to a friend.
Be prepared to present. I often have the opportunity to show an idea, concept, or software to someone; therefore, I include cables in my bag to convert my iPad to VGA or HDMI.
Visit the community or related lounges to recharge not only yourself but your devices.
Use your own cables to charge. Bring a charging-only USB cable or adapter. Do not plug your USB devices directly into something you do not control.
Charge your devices and batteries every night, and ensure you have enough plugs and cables with you. Hotels usually have two plugs available for your devices, so you may need some multi-USB charging port bricks. I often have to charge four devices.
At some conferences, such as DEF CON and Black Hat, I do not bring my computing devices. Pencil and paper are far safer. (See “Do your homework.”)
Use a ditty bag for your cables and ensure it clips into your backpack or other bag. This is something you do not want to lose.
Use virtual desktops for heavy-lift items. I have a small Horizon View environment I use to do anything requiring more access or demo environments. This lightens my technology load quite a bit.
Do not upgrade any device just before a conference unless is is absolutely required.
Test your technology. Ensure you can access things outside your own network: i.e., how you would use them at a conference. Make sure everything is in working order before you leave.

Vendor Access Tips

Plan meetings ahead of time. If you have contacts at a vendor, it is best to plan your conference meetings before the conference takes place.
Save time to get around. Conferences can be huge, so plan time to get from one meeting to another. Usually fifteen minutes is good if your beginning location and destination are both at the show. You may need longer if a meeting is off the conference grounds.
Meet at a convenient location. Many vendors would like to meet off the show floor, at their booth, or in a suite. Plan your travel between vendors carefully, and plan your meetings to give yourself plenty of time to get around.
Meeting for a meal: I always leave my meals open for vendor or other meetings. You get to eat a good meal, plus talk shop.
Keep track of your time. Be aware of the time. When I am at a conference, I rely on my iWatch to tell me when I need to get to another meeting. It taps my wrist and buzzes when my calendar goes off. I then know it is time to close out the conversation, make plans for follow-up meetings, or proceed to whatever my next steps are.
Know your goals and next steps. It is always best to know those next steps before you talk to a vendor. You want information and they want to give you information, but your goals are not theirs. Know your goals so you can better achieve them. Make sure your next steps and the vendor’s next steps align in some fashion.
Always follow up. Soon after the show ends, send a thank-you message for the meeting and express an interest in pursuing whatever your goals are.
Be professional. I cannot stress this enough. Always be professional with vendors; you never know when one may lead to a job offer, career change, or better relationship with a vendor. Leave them smiling and happy to have met you. Do not leave them thinking it was a waste of time.
Let them speak. Unless you set up something beforehand, most vendors want to tell you about their latest announcements at a conference. Let them give their pitch, then ask your questions and proceed to the next steps. If you set up plans for a specific conversation beforehand, reiterate what that is when you start the meeting. They still may want to show you their demo or deck, etc.
Be a good conversationalist. Know your technology, ask appropriate questions, and listen. People remember a good conversation far longer than many would imagine. So will you.
Be open. Be open to new ideas, thoughts, and concepts. One goal is to understand the vendor’s products and how they would fit into your daily work. If they ask for feedback, be open and honest about it, but also be polite.

Swag Tips

Swag is not free. Be aware that there is a price for all swag: minimally, your name and address. (See “Know when to say no.”) It is possible to get swag without being scanned, etc., but be ready to explain why.
Pick and choose your swag. Do not just get everything. I do not bring extra suitcases, so what I can fit is all I can bring back. The conference tote or backpack you may be able to refuse or even donate at the show. It is best not to take swag from vendors you do not believe in. You will just put it in a box and ignore it.
Donate your swag. I often bring back swag that I will use to fill up a tote or backpack for the local user group or some such. It is good to help build your community.

Post-Conference Tips

Share it. Share your experiences and knowledge with a friend. Yes, anyone will do. Go share it with a friend; when you share it with a friend, it becomes a part of you. You can share it with “a baby or a shoe / You can share it with a neighbor / A bird or bee or newt!” ((c) Two Little Hands Productions.) Kudos to those who know the reference!
Follow up. Follow up with the folks you said you would follow up with. If you gave a speaker your card, follow up with them yourself. They may be a bit pressed for time due to inquiries and questions. It is best to send a polite reminder.

Conclusion

These are my go-to tips for any conference I attend. They are not the end all of tips. If you have others, please feel free to add them in the comments.

The goal is to not just have a good experience, but to get the most out of a conference. Ultimately, you go to a conference for many reasons. These tips will help you get the most out of the experience!