Preparing for A Conference Overseas
If you are traveling out of the country for a conference, check out these tips!
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In just a few weeks I will be embarking on a journey to my first educator’s conference in Salamanca, Spain. I’ve traveled to Spain several times, and have visited many countries, so I consider myself a seasoned traveler. This Summer I will be in 4 different countries as school is out and I’m ready to learn all over the place and meet new people. As an avid conference attendee, I’m curious to be a part of this organization (AATSP-American Association for Teachers of Spanish and Portuguese) and check out new friends, dear colleagues, and learning from a different environment.
So I wanted to share with you my plans for preparing for this conference which can help you prepare for any conference. If you are traveling overseas for a conference, some of these tips can help you as well.
Preparing for the Conference
Attending an international conference is going to be a valuable opportunity to expand your knowledge, network with professionals, and stay up to date with the latest trends in your field. This is an opportunity that you’ve been looking forward to all year. Not only do you get to leave the country, but you have an opportunity to learn and meet new people. To make the most of your experience, here are some tips on how to prepare:
Passport information: Be sure that your passport is valid until three months after the planned date of departure. This can be a problem if your passport expires within a month or two, you will not be able to travel and you will not be able to get an appointment quickly enough that day. If you notice that your passport expires within two months of this conference, you can apply to get your passport expedited or you can wait till 2 weeks before your airline ticket is purchased to call them and get an appointment to get your passport within a day.
Research maps and transport before you leave: Since your conference is outside the country, it is important that you have a basic understanding and layout of the city and where you are lodging. You will need to be familiar with how to get from one place to another through buses and trains. Connect with someone who will be arriving from the same airport city you are arriving from as well in case you can share information with them. I personally will arrive at the airport city (Madrid, Spain) two days before the conference which will allow me to enjoy the city before I concentrate on the conference. I’m also staying one additional day so that I have more than enough time to get to my airport city and not miss my flight.
Set objectives: Determine what you hope to gain from the conference. Are you seeking new teaching strategies, networking opportunities, or exposure to cutting-edge research? Having clear objectives will help you focus your attention and make the most of your time. Don’t be hard on yourself though. You may set objectives and then just go with the flow of things depending on who you meet at the conference and if there happen to be any changes.
Prepare questions: Jot down any questions or areas of interest that you would like to explore during the conference. Are you struggling with any areas in your field? This is a good time to write that down and share with others who will be in the conference. You will be surprised to find people with the same struggles. Being prepared will help you engage in meaningful conversations with presenters, exhibitors, and other attendees. It's also a great way to demonstrate your engagement and make the most of networking opportunities.
Pack essentials: Make sure to bring necessary items such as business cards, a notepad, pens, and a reusable water bottle. Dress professionally and comfortably to ensure you are prepared for a full day of sessions and networking. Pay attention to any formal nights or any parties that you may be invited to and plan accordingly. When traveling oversees, be sure that your suitcase is not cracked, broken, or needs to be replaced. Oh and something really, really important…don’t forget to bring your power converter. You will need this to charge your devices. Without it, you will be miserable! Research to see if you need one at the country where your conference will be at. Europe is definitely a continent where you need a power adapter if you travel there.
Connect on social media: The conference will have social media groups or hashtags dedicated to their events. Join these groups, follow the conference's social media accounts, and engage with other attendees. This will allow you to establish connections before the conference, set up meetings, and stay informed about any updates or changes. Remember that you probably paid alot of money to attend this gathering so you want to be as involved and know what you are doing when you get there.
Before you go…Network strategically: Identify individuals or organizations you would like to connect with in advance. There may be individuals that live in your state, city, or area who will be attending the conference who you have never connected with. This would be a great opportunity. Also, there may be people you met online who may be going.
Be prepared to take notes and reflect: During the conference, take diligent notes on key takeaways, ideas, and action items. Is it easier for you to type your notes, or to write them with a pen? Your notes could be on a Google Doc which you can share with others, or you can set up your notes in a note-taking app that doesn’t require you to have an internet connection. This will help you retain information and provide a reference for later review. Additionally, set aside time after each day or the conference to reflect on what you've learned and how you can apply it to your own professional practice. Be open to share this with someone you connected with at the conference or someone who you already know who agreed to reflect with you.
Enjoy and relax! Sometimes, with all the preparation you do, things don’t go as planned. You will be in this particular country to learn, but do not get overwhelmed. Conversations with others, taking a stroll, visiting a nearby market, going on a tour, taking a friend for coffee, will be ways to relax your mind and take in all the beauty of the area you will be visiting.
“Oh and something really, really important…don’t forget to bring your power converter. You will need this to charge your devices. Without it, you will be miserable! ”
Selecting Sessions
When selecting sessions at your conference, it's important to consider your objectives, interests, and professional goals. Here are some tips to help you choose sessions that align with your needs:
Review the conference program: Carefully read through the conference program or schedule to understand the different sessions available. Download the conference app if your organization provides one. Take note of session titles, descriptions, and presenters. Pay attention to sessions that specifically address topics you are interested in or those that feature renowned experts in the field. This will allow you to document all the sessions you would like to attend. Be flexible with it though, you may find a colleague who invites you to a session you were not planning on going to. Jot down any conference highlights that may be in the program. The program is your guide! Identify the different buildings or the venue where the conference will be.
Prioritize your objectives: Refer back to the objectives you set for attending the conference. Identify sessions that directly contribute to those goals. If you're looking for practical teaching strategies, focus on workshops and interactive sessions. If you're interested in emerging research, prioritize presentations by researchers in your field of interest.
Diversify your selections: While it's essential to prioritize sessions that align with your objectives, try to choose a mix of topics and formats. Attend sessions that cover different aspects of language education, such as technology integration, curriculum design, assessment techniques, or cultural competence. This will provide you with a well-rounded experience and expose you to a broader range of ideas.
Support your Colleagues: Attending a conference like this means you may have already made a network with other interesting people. If they are presenting a session, be sure to support them in their presentation. This would be a great way to see what your colleagues have been working on.
Consider your expertise level: Assess your own proficiency and experience in the field. Some sessions may cater to beginners or provide introductory content, while others might be more advanced or specialized. Choose sessions that match your expertise level, but don't be afraid to challenge yourself by attending a few sessions that push your boundaries and introduce new concepts.
Check presenter credentials: Take a look at the presenters' backgrounds and expertise. Consider their experience, research publications, or achievements in the field. Sessions led by well-respected professionals or experts can offer valuable insights and perspectives. Additionally, consider attending sessions led by educators or practitioners with experiences that resonate with your own context.
Look for interactive sessions and workshops: Interactive sessions, workshops, and hands-on activities provide opportunities for active participation and practical learning. These sessions often allow for collaborative discussions, skill-building exercises, or demonstrations of teaching techniques. They can be more engaging and offer you the chance to network and share experiences with other attendees.
Seek out emerging trends and innovative approaches: Keep an eye out for sessions that focus on emerging trends, innovative approaches, or cutting-edge research in your field. These sessions can expose you to new ideas, technologies, and pedagogical methods that may shape the future of language teaching. Attending such sessions can keep you ahead of the curve and provide fresh insights for your own practice.
Remember, while it's important to plan your session selections in advance, also stay open to unexpected opportunities or changes in your interests. Conferences often provide opportunities to switch sessions if you find that a particular session isn't meeting your expectations. You may find a colleague that is flexible and adaptable to make the most of your conference experience.
“Passport information: Be sure that your passport is valid until three months after the planned date of departure. This can be a problem if your passport expires within a month or two, you will not be able to travel and you will not be able to get an appointment quickly enough that day. If you notice that your passport expires within two months of this conference, you can apply to get your passport expedited or you can wait till 2 weeks before your airline ticket is purchased to call them and get an appointment to get your passport within a day. ”
Networking
Networking during a conference can be a valuable way to establish connections, learn from others, and explore potential collaborations. Here are some tips to effectively network during the conference:
Be approachable and open: Present a friendly and approachable demeanor to encourage others to engage with you. Smile, maintain open body language, and be receptive to conversations. Actively seek out opportunities to connect with new people, even if you're attending the conference alone.
Attend social events and networking sessions: Our conference is organizing social events, receptions, or dedicated networking sessions. Make an effort to attend these events as they provide informal settings for conversations and relationship-building. Engage with others, introduce yourself, and initiate conversations around shared interests or conference topics.
Prepare an elevator pitch: Craft a concise and engaging introduction to help others quickly understand who you are and what you do. Highlight your areas of expertise, current projects, or any unique contributions you bring to the field of language education. Practice your elevator pitch beforehand, so you can confidently and clearly communicate it when networking opportunities arise.
Ask questions and actively listen: When engaging in conversations, show genuine interest in others by asking open-ended questions and actively listening to their responses. Allow them to share their experiences, insights, and challenges. This will not only demonstrate your interest but also create a foundation for meaningful conversations and potential connections.
Share your own experiences and expertise: Offer your own insights and experiences when relevant to the conversation. Share success stories, teaching strategies, or research findings that others may find valuable. By contributing to the conversation, you establish yourself as a knowledgeable professional and may spark further discussions or connections.
Exchange contact information: Be prepared to exchange contact information with people you meet. Carry business cards or use digital alternatives like LinkedIn QR codes or Popl, a digital business card. You can add everything you need to this site and it's free. Ensure that your contact information is up to date and readily accessible. When exchanging cards, take a moment to write a brief note on the back to help jog your memory about the conversation or context of the connection.
Utilize social media: During the conference, leverage social media platforms like Twitter, LinkedIn, or conference-specific hashtag to connect with other attendees. Engage in discussions, share your insights or retweet interesting posts. Actively follow and connect with conference presenters, organizers, and participants. Engaging on social media can extend your networking reach and provide opportunities for ongoing interactions even after the conference ends.
Attend sessions and workshops with networking potential: Choose sessions or workshops that attract professionals who share your interests or work in a similar area. Engage in discussions, ask questions, and approach presenters or fellow participants after the session. These shared learning experiences can facilitate networking and provide common ground for conversations.
Follow up after the conference: After the conference concludes, make an effort to follow up with the people you connected with. Send personalized emails or messages to express your appreciation for the conversation and reinforce the connection you made. Consider sharing relevant resources, asking further questions, or suggesting potential collaborations. Cultivating these post-conference relationships can lead to ongoing professional connections. Connect to groups on Facebook, Whatsapp, Twitter, or any other social media source.
Maintain a professional online presence: Ensure your online presence, particularly on platforms like LinkedIn, is up to date and presents a professional image. Share relevant articles, resources, or insights related to language education. Actively engage in online discussions and join relevant professional groups to expand your network beyond the conference.
Remember, networking is a two-way street. It's not just about what you can gain from others but also about what you can offer and contribute to the professional community. Be authentic, supportive, and willing to help others, and you'll establish meaningful connections that can benefit your professional growth.
Another tip: Follow up after the conference: Once the conference concludes, follow up with the people you connected with. Send personalized emails or social media messages to express your appreciation for the conversations and to continue building those relationships. This will help solidify the connections you made and create opportunities for collaboration or future discussions.
