Best Practices for Preparing and Thriving at Academic Conferences

Attending academic conferences can be an incredibly valuable and enriching experience, but it requires thorough preparation. Whether you are preparing for the highly anticipated AAAI or AAMAS conferences, or any other academic conference, this guide will help you navigate through all the necessary steps and tips to ensure a successful and enjoyable event.

Conference Preparation Checklist

Before the Conference: There are several crucial steps you need to take before your academic conference to ensure everything runs smoothly.

Book Accommodation: Secure a hotel through the conference accommodation offerings to avoid last-minute hassles. Consider booking early for the best rates. Internet Data Packet: Buy an internet data packet to stay connected while at the conference. Electrical Adapters: Purchase a voltage converter in advance to ensure your devices work smoothly. Conference Website: Investigate all the conference information available on the official website to be well-informed. Poster Printing: If you plan on presenting a poster, make sure to print your poster well in advance to avoid last-minute delays. Flight Planning: Minimize transfer time when booking plane tickets. Obtain an online boarding pass 24 hours in advance to streamline the airport process. Skype Credits: Consider buying Skype credits to save on international phone calls. Weather Forecast: Check the weather forecast for the target city to prepare appropriately for the weather.

On the Day of the Conference

Migration and Transportation: Ensure you have all the necessary documents and transportation arranged. For domestic flights, arrive at the airport one hour before the flight, and for international flights, two hours before. Factor in the time it takes to travel from your home to the airport, typically around 1.5 hours.

Networking Tips: Once you're at the conference, here are some tips for making the most of your experience and networking effectively.

Coffee Breaks: Joining groups that you see talking in coffee breaks is a great way to network. Even if you don't know the people, joining a first group can lead to connections that might be beneficial in the future. Research Pitching: Be prepared to deliver a concise summary of your research. Get used to discussing your work in a half-minute summary, adding more details when asked. Advertise Research: If you find related research presented by another attendee, promote your and your colleagues' research. Google Presence: Ensure your name and affiliation are easily findable on Google. This is how most people learn about you. Note-Taking: Keep notes on talks and posters. Capture the motivation behind the presented research and the whole idea of the solution. Refer to the proceedings later for detailed technical information. Poster Sessions: Focus on capturing the motivation and main idea of the solutions presented in the poster sessions. Read the proceedings to get the technical details later. PhD Applications: Leverage networking opportunities to discuss potential PhD programs with prospective instructors in person.

Conclusion

Attending an academic conference is an exhaustive but exhilarating experience. It allows you to engage with like-minded individuals, share your research, and potentially explore new opportunities. By following these best practices, you can maximize your time at the conference and ensure a successful and enriching experience.

Remember, the key to thriving at academic conferences is thorough preparation and an open mind for networking opportunities.