Ahhhhhh!

So, you want to go to a con, eh?  E3, SIGGRAPH, PAX, Comicon, Blizzcon, GenCon, CES, GDC… Conferences are considered by many to be the mecca of industry-insider resources.  News, reveals, hands-on, and speculation, going to a conference can be an incredible experience for anyone interested in the related industries.  These generally long trips are never simple and can easily intimidate a first-time attendee.  This guide will help you to prepare, to know what to expect, and help you plan to maximize your experience at a large conference.  I have done many large conferences and have gained great experience in the ways of these shows.  These are the secrets that put you in the know.

Decide what conference you want to go to, and what you hope to accomplish there.  If you’re looking for work in the industry, look to conferences like GDC and SIGGRAPH.  If you want to see new technology in games, think about PAX or E3.  Just know what the conference is for and what you want to do there.  Research that conference like crazy on the internet, and see what other people have done in the past to be successful there.

Planning is beyond important. Think of the earliest point possible to begin planning, then plan earlier than that.  I typically start getting things set up at least 6 months in advance.  Have hotel and flight reservations set as soon as you can, register for the con as early as it opens up.  Many conferences have special deals on hotels that provide shuttles to and from the conference.  You will definitely want to land one of these hotels–and they fill up fast, so get your reservation in as soon as possible. Most of the time you’ll only have to put a deposit down on the first night to secure your spot.

Let’s talk about hotels for a second.  Conferences are expensive, so naturally you’ll want to save money by getting a cheap hotel.  This is a fine practice, but it’s very easy to go TOO cheap.  As anyone from the Icrontic trips to CES and E3 can tell you, cheap hotels are always uncomfortable and have terribly unreliable internet.  Be willing to pay a little more to ensure consistent internet connectivity, that there aren’t disgusting hairs stuck on the walls, and that you can close the bathroom door without having to stand on the toilet.  I really wish that last sentence was an exaggeration.

Be willing to walk.  Sometimes you can’t wait on a shuttle, or sometimes you won’t have a shuttle at all.  Taxi fares can cost you a fortune, so be ready to walk.  Try to pick a hotel that is within a mile of the conference center, this way you can make a walk within 30 minutes.  You’re going to be walking a LOT at the conference, so what’s a little more going to hurt?  Also important as a result of this–wear comfortable shoes.  Don’t bring dress shoes, high heels, or flip flops unless you know you can walk a billion miles in them and still have a smile on your face.  Bringing bad shoes is a mistake that plagues many conference attendees.

Plan on bringing quite a bit of equipment to the show.  You’ll definitely want a laptop, especially if you plan on writing, shooting, or recording coverage of the event.  You’ll need a bookbag to carry things to and from the conference center.  Make sure this is a comfortable bag.  Remember, as you walk around the show you’ll be filling this bag with swag and food items, it’ll slowly get heavier.  I prefer ones that have straps over both shoulders, it’s more comfortable for me to wear all day.  Bring snack foods as well, such as granola bars or apples.  Expect to go hungry at these events, sometimes you’ll be lucky to get one meal in a day.  On-site food is expensive, and off-site food is generally too much of an inconvenience to get to.  If you have food on you, you can keep going without perishing.  Bring a water bottle and keep it filled through the day. It’s very important to stay hydrated with all the walking you’ll be doing, keeping water on you at all times will certainly help. Finally, bring a camera.  You’ll want to record the things you see, trust me.

Don’t take the small details for granted, either.  You’ll need charger cables for all of your devices.  Bring lots of extra batteries (device specific and standard type alike) and if you plan on recording footage on a camcorder, be sure to pack extra media (tapes for mini DV, Hi8, ect).  Many times you will not have access to power outlets for the majority of the day, so expect to rely on the batteries that you have.  Get a good charge at night and be ready for endurance mode once you hit the floor.  To keep portable devices charged, consider buying a portable power bank. Bring a power strip for ease of access in the hotel room.  If you’re traveling overseas, be sure to bring power converter kits–you don’t want to fry all your gadgets and gizmos, do you?

Make a list of all of these items before you go.  Write down every last little detail, do not forget a thing.  It’s easy to overlook a small item, like a cell phone charger, and completely regret it once you hit the tarmac on the other side of the country.  I generally start a list of things to bring weeks before the trip and write things down as I think of them.  Keep this list on your phone, or PDA, any device that you have with you at all times.  Careful pre-show planning will ensure you have no regrets.

You should prepare things professionally as well.  With most conferences, even if you don’t plan on job searching, you just never know who you’ll cross paths with as these events are full of industry bigwigs and professionals.  Print off a stack of resumes and keep them in a portfolio in your bag.  Also, make business cards that you can keep on your person at all times.  At events like this, passing business cards are the primary means of swapping contact information.  Bring as many as you can.

Before you go to the con, try to talk to exhibitors.  What you talk about is completely dependent upon what your objectives are for the conference.  If you’re going looking for employment, talk to exhibitors that you’d like to meet with.  Ask about on-site interviews, or get to know a contact before you get out there.  Try and establish a relationship early so you can hit the ground running when you get there.  If you’re attending for media relations, talk to exhibitors that you’d like to get a scoop from. Set up interviews, and plan on meeting certain companies to see specific products. What you do before the show can make all the difference in your experience when you get there.

Events like these are all about connections.  Fortunately, you have many tools at your disposal by way of the internet.  Use Facebook, Twitter, and different forums to connect with people before your trip.  Make friends before you get out there, and plan on meeting up with contacts.  While at the event, use every opportunity to connect with peers and professionals alike.  Things like tweetups, dinners, parties, and discussions may not seem that great at face value, but you will meet awesome people and make new friends if you go.  Who knows, the chances are great that you’ll bump into some industry professionals at these events and make a great contact for all purposes, be it career, business, or simply making connected friends.

And what’s work without play?  Plan on partying hard.  I don’t mean this in the sense of getting wasted, but most big companies throw excellent afterparties on different nights of the events.  These parties generally have free drinks and food, and as I just mentioned, they are an outstanding opportunity to network with people.  I’ve bumped into more big names at parties than I can count.  These parties are many times exclusive though, so hit the internet and find afterparties well before the conference. Twitter is also a great way to find out the inside buzz. You should count on having to RSVP to these events weeks in advance, so get a spot early to ensure you don’t miss out on the action.

Lastly and most importantly, just have fun with it!  Conferences are great business opportunities, but they’re also meant to be enjoyable.  You’ll probably be able to see a new city that you’ve never been to.  You’ll probably see new shows, games, technology, and other things that public eyes have yet to see.  You’ll probably get to hear talks from well respected names in various industries. They’re a chance to do something completely out of the ordinary within the industries you’re passionate about.  Prepare well to execute well, and you’ll maximize your time at a conference.