Before the Conference Begins

Reflections and Practical Tips for Conference Preparation

A moment from my presentation at the 15th Biopesticide Development and Application Exchange Forum.

Conferences play a central role in professional development, particularly in the scientific field. They bring together people from various disciplines who address similar difficult problems.

During these events, ideas circulate rapidly, new technologies emerge, partnerships are initiated, and global perspectives meet in a single venue.

I've learned that focused preparation brings the most value from a conference. Formulating clear goals before the event shapes what you get out of it. This approach guides how I attend conferences and forms the basis for the tips I want to share.

A personal reflection

I grew up on a farm, where agriculture was part of daily life, not just an idea. Seasons, choices, and preparation all mattered. The work done before planting often decided how the harvest would turn out months later.

Now, I work in science and agricultural biotechnology, focusing on RNA innovation. I regularly attend scientific and industry conferences or events at the state, national, and international levels.

Although conferences differ from farm fields, one thing is the same: our preparation shapes the impact we get from the event. Just as farmers prepare the soil before planting, I’ve found that preparing in advance makes conferences much more meaningful.

Here are a few practices I have found helpful, drawn from my experiences and what I have observed in colleagues over the years.

Be intentional

Before attending a conference, I like to pause and ask a simple question:

What do I really want to get out of this conference?

Some attend conferences to present research or products. Others seek collaborations, partnerships, or new job opportunities. Sometimes the goal is to learn, reconnect with peers, know new colleagues, or understand where the industry is headed.

I’ve noticed that many of my peers set conference goals with their teammates before the event. They talk about what to share, what to learn, and which sessions to attend together.

Having a clear intention helps us manage our time. Conferences are full of sessions, networking, and exhibitions.

Without a purpose and a clear plan, it’s easy to get lost. Large conferences can feel overwhelming because so many interesting sessions happen at the same time.

I usually look over the agenda a few days or more before the conference and pick the sessions or talks that seem most relevant or interesting. Sometimes, I also choose subjects outside my main field because they can bring unexpected insights.

Another practice I follow is to prepare a few questions in advance, even just based on the presentation title or short description. Bringing these questions to the talk helps me stay engaged and often leads to better discussions afterward.

Reach out

One of the most valuable aspects of conferences is the possibility to connect with people.

Before the event, I review the list of speakers or exhibitors and note the names of people whose work interests me. When it makes sense, I send a short message to present myself and suggest meeting up.

A simple message might look like this:

Hello [Name],

My name is [Your Name], and I noticed you will be attending [Conference Name]. I have been following your work on [area or project] and would appreciate the opportunity to connect during the conference. If you have a few minutes, I would enjoy introducing myself and hearing about your current work.

Even short conversations can yield valuable exchanges of ideas. If you hope to have a sit-down conversation, be sure to reach out early to see if it is possible and to arrange a time in advance. Contacting before the event makes it more likely you’ll have meaningful follow-ups.

Prepare beyond the slides

If you’re invited to speak at a conference, getting ready means more than just making slides and practicing presentation flow.

It helps to think about a few broader questions:

• What key message do I want the audience to remember?

• How does my work connect with larger commercial challenges?

• What conversations might this talk inspire afterward?

A good presentation doesn’t just share information; it starts a conversation.

Often, the best interactions happen after the talk, when people raise questions, share ideas, or offer new perspectives. This is usually the most rewarding part of speaking and can be a relief once the presentation is done.

To encourage discussion, I invite the audience to maintain the conversation after my talk, during breaks, or later in the event. I also offer contact details to make follow-up easier.

Prepare self-introduction

Conferences usually involve lots of quick introductions. It helps to have a short introduction ready that covers who you are, what you do, and your main interests.

A clear and genuine introduction makes it easier to start conversations and helps others see how your interests connect with theirs.

Another helpful tool is Rebecca Okamoto’s 20-word introduction framework, which encourages you to briefly state who you are, what you do, the value you provide, and the passion or mission that drives your work. I shared more about this idea in an earlier post, Mind Spark #28 - The First 20 Words Matter: Unlocking Secrets to a Powerful Introduction.

For example:

"I’m Shujian Zhang, Director of Bioanalytics and Innovation Alliances at GreenLight Biosciences, bridging science, innovation, and leadership in sustainable agriculture."

Practicing a short introduction like this can make our conversations clearer and more memorable. Being prepared helps us make a stronger impression and build better connections.

Connect and follow up

Conversations at conferences are often short but meaningful. Making it easy to keep in touch helps these connections last.

We should update our LinkedIn, keep a website if having one, or share a business card or QR code to make following up easier.

Send a short follow-up note that mentions your conversation. Small gestures like this show real interest and can turn a first meeting into a lasting connection. Sometimes, a quick five-minute chat at a conference can lead to a collaboration months later.

Stay open-minded

Even when we prepare, the best moments at a conference are often unplanned.

A chat in the hallway, a coffee break, or an introduction from a colleague can lead to surprising insights.

Preparation gives us purpose, but being open can lead to even more opportunities. Together, they can make a conference truly transformative.

Final thoughts

Conferences bring together people who care deeply about the future of their field. For a few days, ideas move quickly, perspectives broaden, and new possibilities begin to emerge.

With thoughtful preparation, conferences become opportunities not only to learn but also to contribute and build meaningful connections that strengthen our professional community.

In the end, the most valuable part of a conference is often not just the presentations, but the conversations that continue long after the event. The greatest impact comes from building genuine relationships and gaining new perspectives.

I hope these reflections and practices are helpful as you prepare for your next conference.

Warmly,

Shujian