Getting the Most Out of A Professional Meeting

Getting the Most Getting the Most Out of A Out of A

Professional Professional Meeting Meeting

Gail P. TaylorGail P. TaylorUniversity of Texas at San AntonioUniversity of Texas at San Antonio

Aug 2006Aug 2006

02/25/2009

AcknowledgementsAcknowledgementsSurvival Skills and Ethics Program, University of PittsburghSurvival Skills and Ethics Program, University of Pittsburgh

Beth A. Fischer & Michael J. ZigmondBeth A. Fischer & Michael J. Zigmond

http://www.survival.pitt.edu/library/documents.asphttp://www.survival.pitt.edu/library/documents.asp

What is a Professional Meeting?What is a Professional Meeting?

Scientific ConferenceScientific Conference– Scientists gatherScientists gather– Share informationShare information

Formally and informallyFormally and informally

Sponsored by a Scientific Organization/EntitySponsored by a Scientific Organization/Entity– Society for NeuroscienceSociety for Neuroscience– SACNASSACNAS– ABRCMSABRCMS

Vary in sizeVary in size– Institutional to InternationalInstitutional to International

Can be overwhelmingCan be overwhelming

Why go?Why go?

Recent developments in fieldRecent developments in fieldBroaden knowledgeBroaden knowledgeObtain experienceObtain experience– PresentationsPresentations– PostersPosters

FeedbackFeedbackNetworkNetworkLearn about funding/program officersLearn about funding/program officersEmployment Employment opportunities/interviews/workshopsopportunities/interviews/workshopsNewest equipment/toolsNewest equipment/tools

1. What happens there?1. What happens there?

Found in programFound in program– Lectures (renown speaker)Lectures (renown speaker)– Symposia (same topic, leading investigators)Symposia (same topic, leading investigators)– ““Voluntary” presentationsVoluntary” presentations

TalkTalk

PosterPoster

– Roundtables (discussion)Roundtables (discussion)– Socials events/Dinners (networking!)Socials events/Dinners (networking!)

2. What happens there?2. What happens there?

– ExhibitsExhibitsFunding agenciesFunding agencies

Equipment manufacturersEquipment manufacturers

PublishersPublishers

Placement servicesPlacement services

Bulletin boardsBulletin boards

Graduate schools (ABRCMS; SACNAS)Graduate schools (ABRCMS; SACNAS)

SocietiesSocieties

– WorkshopsWorkshops– Satellite meetings – focused sub-conferenceSatellite meetings – focused sub-conference

Before You AttendBefore You AttendPrepare! Prepare! Pre-registerPre-registerMake travel arrangements earlyMake travel arrangements early– Safety, networking, convenienceSafety, networking, convenience

Review program/abstracts (can do as group)Review program/abstracts (can do as group)Plan sane but full schedulePlan sane but full schedule– Plan in rest/exercisePlan in rest/exercise– 5-10 posters per session5-10 posters per session– Attend lectures of interestAttend lectures of interest

Assemble conference binderAssemble conference binderPrepare to network (75% jobs thru network)Prepare to network (75% jobs thru network)Make and practice poster or presentationMake and practice poster or presentation

DressDress

Comfortable Shoes!Comfortable Shoes!

Presentations – SuitPresentations – Suit

Otherwise, academic “uniform”Otherwise, academic “uniform”

Preparing for Personal Preparing for Personal QuestionsQuestions

Develop and practiceDevelop and practice– 10 second, 1 min, 2 min description of research10 second, 1 min, 2 min description of research

Be prepared to answer:Be prepared to answer:– What do you do?What do you do?– What’s your research project?What’s your research project?– How did you get interested in ________?How did you get interested in ________?– Why did you choose that (topic, technique,program, Why did you choose that (topic, technique,program,

etc)etc)– What do you plan to do after degree (short and long)What do you plan to do after degree (short and long)

Once You’re There…Once You’re There…

Have small briefcase or tote bagHave small briefcase or tote bag

Carry binder, small spiral, and programCarry binder, small spiral, and program

Have friend/mentor (support; introductions)Have friend/mentor (support; introductions)

Dress professionally…with comfortable shoesDress professionally…with comfortable shoes

Carry on luggage if possibleCarry on luggage if possible

Breaks and meals- meeting is focus. A few Breaks and meals- meeting is focus. A few outings okay, but focus on conference activitiesoutings okay, but focus on conference activities

Getting/Keeping in ContactGetting/Keeping in Contact

Keep in contact with your familyKeep in contact with your family

Set up appointments beforehandSet up appointments beforehand

Use message center to contact peopleUse message center to contact people

May have email kiosksMay have email kiosks

Approach people at postersApproach people at posters

Seek out hospitality roomsSeek out hospitality rooms

Notes and QuestionsNotes and Questions

Taking notesTaking notes– FocusFocus– Record questionsRecord questions– Record potential contactsRecord potential contacts

Asking QuestionsAsking Questions– Go for itGo for it– Write them downWrite them down– Try to come up with threeTry to come up with three– Don’t interrupt speakerDon’t interrupt speaker– Be brief and to the pointBe brief and to the point– If you think that you will, sit near microphoneIf you think that you will, sit near microphone

PostersPosters

Can ask questions.Can ask questions.

Can request “walk through”Can request “walk through”

Can ask about programs/postdocsCan ask about programs/postdocs

Women and MinoritiesWomen and Minorities

Take yourself seriously; be assertiveTake yourself seriously; be assertiveDon’t expect/let your mentor take overDon’t expect/let your mentor take over

Caveats…Caveats…

Minimize possibilities for undesired Minimize possibilities for undesired “encounters”“encounters”– Stay in publicStay in public– Bring a friend to meetingsBring a friend to meetings– Pay your own wayPay your own way– Make your own arrangements for local travelMake your own arrangements for local travel– Meet for coffee, lunch, breakfastMeet for coffee, lunch, breakfast

Shorter; predefined endingShorter; predefined ending

Overall…Overall…

Go there to explore your future and Go there to explore your future and expand your network!expand your network!