Blog: How to prepare for your next medical or scientific conference
by CynthiaMadison

How to prepare for your next medical or scientific conferenc

It doesn’t matter if you’re a researcher eager to share your findings with the world or a doctor

Date:   10/13/2021 10:04:20 AM   ( 9 mon ) ... viewed 90 times

It doesn’t matter if you’re a researcher eager to share your findings with the world or a doctor who’s looking forward to keeping up with the latest treatments in your field – attending medical or scientific conferences is of the essence. It opens up room to meet new people, you can receive expert feedback, not to mention that it can be good fun. It’s where the brightest minds in the field get together, so don’t even think about missing out. A large part of what makes attending a conference successful is preparation. Start planning far ahead. There’s a myriad of things to take into account, which is why you need a tried and trusted plan that you can rely on. If you don’t know where to get started, please continue reading. 

Keep track of the conferences you want to attend and set up alerts for when they announce registrations 

Chances are that you’re interested in two or more medical or scientific conferences. With so many options to choose from throughout the year, you must decide which ones are worth your time and money. First things first, decide what your goals are. Do you want to reach out to like-minded people? Or do you want to learn a new skill? It’s up to you to decide what’s more important. Attending a conference is expensive, so you must take into consideration travel expenses, food and accommodation costs, not to mention the price of the conference itself. Finally yet importantly, don’t forget about your other obligations. If you take a break at the wrong time, that could be a disaster. 

It’s a good idea to follow or like the event organizers on social media so that you get regular updates. Better yet, you should set Google Alerts. Google Alerts search the Internet for the specific terms you’ve entered and deliver the content to you via email. It’s really simple to use. Just enter the keywords and, when new mentions are made on the Web, you’ll be notified immediately. You need to be aware of the registration deadlines. If you’ve missed the registration date, call and see if it’s still possible to be included in the conference. Not showing up for an event is unethical and is generally considered unacceptable. 

Before you head off to the conference, know what the wardrobe expectations are 

The dress code will let you know if it's okay to wear clothes that are business casual, smart casual, or downright formal. Regardless if you're a speaker or an attendee, you have to stick to the rules. Figuring out what to wear can turn out to be a real challenge. If you're in doubt, opt for a professional look. Your professional appearance encompasses your wardrobe, body language, and verbal communication. You ought to pack a blazer for the event. Wear it with trousers and a blouse. Everyone is expected to maintain professionalism, and that includes you. 

The best way to be sure about the dress code is to ask directly. If you get a chance to speak to someone on the phone, you might as well inquire about wardrobe expectations. This might sound extreme, but it's better to be safe than sorry. The last thing you want is to make a bad impression. How well you present yourself determines how others react to your contribution. Therefore, show up fully prepared and prove that you've done your homework. Reconsider your attire, at least for a little while. People make snap judgments based on appearance, meaning that they judge books by their covers. 

Get the most from the venue: Set up a pop-up stand

Pop-up display stands are really easy to set up. You can have graphics on the front panel or just wrap the ends with graphics. Not only is a pop-up display stand easily visible, but also it can be placed anywhere. You can choose from different sizes and styles. Keep in mind that attendees want to be educated. They don't just want to grab their food and drinks and leave.  To make your life a little bit easier, the pop-up stand comes as a full kit that includes:

  • A lattice support structure

  • Printed graphic panels

  • Lights

  • Optional screen mount

Storage and transport don't engender complications. 

Be strategic with your time. Take into consideration the space and layout when figuring out what's what. Consider how the layout will work with your pop-up display stand,  how the space will look packed with people, and so on. You could look up photos of previous conferences. This will give you a good idea of how previous setups worked. Make sure that your badge or name tag is clearly visible. Your first name is the most important thing. The last name isn't so important. 

Follow up with conference leads and gauge satisfaction

After having invested time and effort into the medical or scientific conference, following up on leads is worthwhile. Placing additional focus on what happens afterwards helps achieve greater outcomes, which come in the shape of tangible results. Even if you find it pointless, you have to do it. The outcome is certainly worth it. It's not enough to amass contact information. You need to take one step forward and write a follow-up email. Come up with an attention-grabbing headline and evoke the conversation you had with the recipient. Most importantly, ask to keep in touch. 


Use your time wisely by qualifying leads and targeting each one based on fit and interest. You can avoid scaring people away by reaching out to them gradually. Don't be pushy. If one or more of your leads is active on LinkedIn, try to spark a conversation. See if you have any shared connections and don't hesitate to click the Connect button. Networking might be a simple idea, but it's a powerful one, nonetheless. Make sure that your connections add value to your network. You are your own brand, which translates into the fact that you have to showcase your training and achievements. 

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