Etiquette at the conference

Monday, 17 October 2016

“Etiquette is the science of living. It embraces everything. It is ethics. It is honor.”
                                                                                                                                             – Emily Post

Attending numerous conferences renders one particularly perceptive to the unique kinds of manners and conduct that can be typically observed at such gatherings.

Arrival: When arriving to a conference there is usually a registration desk. Regardless of how much you may expect to be recognized and greeted by name, it is a courtesy to take the initiative to introduce yourself upon arrival. This way you help expedite the registration process and make it easier for those at the registration desk to find your name tag and confirm your attendance on their list.

Dress Code: Sometimes the conference organizers inform attendees of the dress code. If not, it is appropriate to ask the organizers. Otherwise, err on the side of professionalism. Sometimes will be better to look at photos of the same conference or event from previous years to get a more exact sense of how people dress for the particular occasion. If you find yourself making excuses to yourself for your attire, chances are that you should change.

Business Cards: Everyone who attends a conference should bring business cards -enough cards for every conference attendee even. A key purpose of conferences is networking and exchanging business cards is a great way to make connections. When you receive a business card, you should receive it graciously. This may mean taking note of the design or some interesting piece of information on the card and making a comment or offering an affirmation. Then, the card should be respectfully placed in a pocket or cardholder. Cards should not be carelessly left behind on tables, the floor, or the buffet table. At the earliest opportunity, write a note about the individual you met on the back of their card. Perhaps note the key topics of your conversation or the most interesting things you learned from them. Then, when you return home from the conference, send them an email to follow-up and thank them for the pleasure of meeting.

Language: Avoid jargon and acronymns. Both jargon and acronyms can serve to exclude people unfamiliar with the terms and also tend to carelessness in speech. There is a way to explain words that may not be known by everyone rather than patronizingly defining them. By taking the time to explain what you mean, people will be attracted by your inclusiveness and thoughtfulness.

Research: Conference programs are generally released in advance and usually you can predict what kinds of people will be there. It is a good idea to research the panelists, keynote speakers, attendees, and organizations involved. This will make introductions smooth and you can have a solid frame of reference for most conversations.  People are flattered when you recognize their place of work, their research interests, their latest media appearance, and especially anecdotes from their biography. Be careful not to lead on to just how extensive your research has been or to how sharp your memory is. This sometimes comes across as creepy. 

Questions: When asking a question at a conference, will be better beginning by stating your name and your company. Avoid providing an oral resume. Far too often individuals spend two minutes describing how qualified they are to ask the question before finally taking a full minute to ask it. When asking a question, remain standing at the microphone until the question has been answered.  Avoid the most specific references in questions that are outside of the parametres of what has been the focus of discussion.

Speakers: When you are the speaker at a conference, arrive early. It is good to arrive early enough to visit with conference participants and perhaps to join them for a coffee. Then, it will also be appreciated if you can stay for a short while after to address individual questions and to receive compliments! Making time for participants when you are the speaker in this way will show that you respect your audience and are willing to go above and beyond showing up to speak and collect a fee or honorarium.

Speakers should definitely avoid apologizing during their presentations and confessing to a lack of preparation. A speaker should not say “in conclusion” or “I have only a few minutes remaining” when he is only halfway through his presentation. This makes the audience anticipate a speedy end to the presentation that they would otherwise likely be far more attentive to sit through were the speaker to make no reference to time.

The chair of a panel or the master of ceremonies should always greet the speakers who they invite to the podium with a handshake. It is important for the chair to take this initiative and for the other speakers to respond the gesture. The podium should never be left unattended. Applause should occur consistently before and after each speaker and it is the role of the chair to model this to the audience. Applause should be held until the speaker arrives to the podium to be greeted by the chair. Even when the chair and a speaker are friends, hands should be shaken rather than a hug or any other reception at the podium.

Moderation: At conferences there tends to be buffet meals, plenty of socials, and lots of occasions to go out for drinks. It is typical to not feel even a bit hungry or thirsty throughout such a conference. However, consider how moderation and a little sacrifice can serve to cultivate discipline that can sharpen your conscientious dealings with others. Intentionally foregoing some of the luxuries at conferences is a good way to stay focused on the purpose of the conference and to be sensitive to others.

Intensity: Conferences are intense experiences. They provide opportunities for tremendous growth personally, professionally, academically, and even spiritually. Aim to strike a balance between total immersion and a bird’s eye view.

Reflection and Goal-setting: After a conference has ended, take the time to reflect on your experiences. Write down your observations, memories, highlights, etc. Then, set goals. What actions do you resolve to take inspired by this conference? Do you intend to attend the same conference again? Are there similar ones that you can attend? What were the highlights? How will you transform your experience into action? How has the conference shaped your character?

Happy conference-going!

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