Attending your first scientific conference? In my experience, the weeks leading up to it can feel equal parts exciting and daunting. Whether you’re presenting a poster or just looking to network with fellow researchers, it is natural to feel overwhelmed if you don’t know where to start. But don’t worry! Conferences are learning experiences, not only about science but also about how to navigate these vibrant academic gatherings.

As we are preparing for the Biologists @ 100 conference hosted by The Company of Biologists, we created a guide to help you feel prepared, confident, and ready to make the most of your time at any scientific convention. We’ve covered all the basics, from what to pack and wear to note-taking and networking, and even asked the scientific community to share some insider advice! And because everyone’s experience is different, we’ve included some tips for anyone who might feel insecure starting conversations in English or spending time in crowds.

So take a deep breath, grab a notebook, and let’s dive in! You’ve got this!

How to prepare

“To be prepared is half the victory”- and that’s especially true at a busy conference. Let’s look at a few simple ways you can ensure a smooth experience before you even leave home:

• Get to know the location! – Find out where the conference centre is, how far it is from your accommodation, and the best way to get there and back.
  Pro tip: Look up a map of the venue in advance. Conferences usually have multiple sessions running in different rooms. Knowing the layout will help you navigate smoothly – and ensure you don’t miss lunch!

• List your Must-See talks – Review the schedule in advance and highlight the talks you don’t want to miss. With multiple sessions running in parallel, you may have to prioritise – ah, the agony of Session Superposition! Look out for interesting poster abstracts, and make a note of the session and poster numbers.
  Bonus tip: Beyond the talks, keep an eye out for networking events, workshops, and socials happening during lunch, breaks, or in the evenings.

• An Easy Way to Share Your Science – Even if you’re not presenting, it helps to have a quick way to introduce your research. Create a single slide summarising your work and generate a QR code to share it effortlessly – you can do this through your browser or using an online QR code generator.
  If English isn’t your first language, prepare 1-3 short sentences about your research in advance. That way, you’ll feel more confident when someone asks about your project.

• Double check your morning alarms! – this one speaks for itself, and yes, I’ve learned it the hard way..

What to bring

Pack smart to make the most of the conference!

• The poster (if) you will be presenting – this may seem obvious, but you’d be surprised how many of us have a story of a forgotten poster and last-minute replacements.
  If you want to avoid bulky poster tubes when travelling, try printing on canvas! This way, you can fold your poster and pack it in your bag.

• Notebook and pen for taking notes (though you’ll likely get some freebies too ;) – if you prefer to take notes on a tablet or laptop, make sure you have your charger with you, but know that power outlets might be scarce!

• Comfortable but smart-ish clothes – Academic conferences tend to have a relaxed dress code, so business casual is a safe choice. Jeans paired with a shirt or blouse work just as well. The key is to wear something that makes you feel comfortable and confident rather than self-conscious. Opt for comfortable shoes – you’ll be on your feet more than you think! And don’t forget a light layer, as an experienced attendee warns: “Conference venues are often (too) well-air-conditioned.”

• A small snack – like a muesli bar or an apple. You might miss breakfast, or simply get hungry during a long session. It is better to have a discreet snack than to sit and starve!

What to do once you’re there

The big day has arrived! After registering and picking up your nametag at the entrance, you’re all set to explore. Dive into the sessions, check out the posters, and start making connections! Just don’t forget to silence your phone during the talks.

• Be prepared for early starts and short breaks! – Conferences usually try to pack as much science into the day as possible. Try to get there at least 15 minutes before the first talk so you can find the right room and get a good seat. If you feel you may need to step outside during the sessions, sit near the back or at the end of a row.
  An experienced conference attendee suggested: “Go to the freebies booth!” And they are right! It is time to collect the mug/pen/notepad combo you’ll be using in the lab for the next year.
  

“Go to the freebies booth! also try to come up with questions after the talks. If you’re too shy to ask in the auditorium, at least write them down on your notebook. Practice your skills in coming up with good questions.”

Ethan Ewe

• Take notes! – You’ll likely hear dozens of talks a day, and trust us, you will forget more than you remember. Make a note of the speakers’ names and their contacts. Don’t try to copy everything on the slides – use shorthand and focus on key phrases. Drawing a diagram might be quicker and more effective than writing down all details of an experiment.

• Write down questions you want to ask. Even if you don’t get a chance to ask during the session, you may run into the speaker again. No better way to start up a conversation than with a burning question you had about their research.

“Don’t be afraid to talk to new people! Usually, one thinks that senior PIs or other researchers are not very approachable and that’s not the case most of the time.”

Felipe Del Valle Batalla

• Ask questions! – Whether at a poster session or during breaks, don’t be afraid to ask people about their research, or their conference experience. It is a sure way to start conversations, and will allow you to connect with fellow researchers.

• Go to poster sessions – You may have specific targets, but also spend time roaming around. Poster sessions are a great way to find fellow researchers in your area, and have been the birthplace of many collaborations. But try not to get stuck in one spot; you can always exchange contacts. Keep circulating!

• Network with your fellow academics! – It may seem awkward at first, but the main point of conferences is to connect with researchers from all around the globe. If you’re unsure how to start, a smile and a friendly question works wonders. “Hi, I’m [Your Name]. What topic brought you to the conference?” or “What did you think of the last talk?” Don’t forget to exchange contact information so you can follow up on interesting conversations.

“Try to take the first step by introducing yourself and your research and benefit from this opportunity to make new connections that might be fruitful for your career.”

Jawdat Sandakly

If you’d like a bit more advice on networking, have a look at this brilliant article by Alex Eve, the Senior Editor of Development.

Bonus tips for a stress-free conference

• You don’t have to do it all – It’s okay to take breaks or even skip a session to recharge. If you feel drained by crowds and small-talk, find a quiet corridor or terrace to ground yourself.

• Ask for help – organisers and fellow attendees are usually happy to point you in the right direction if you are lost or have questions about the schedule.

• Don’t be too self-conscious about using perfect English. Conferences are international gatherings, and people will be more interested in what you have to say than how, exactly, you say it.

• Celebrate small wins – every conversation, new idea, or spark of inspiration is a success!

Attending your first scientific conference is a big milestone, and it’s completely normal to feel a little overwhelmed. Just remember – everyone you’ll meet was a first-timer once, and most people are happy to help if you need guidance. Whether your goal is to learn more about a topic, share your research, or connect with others in your field, the experience is what you make of it. Take it one session, one conversation, and one coffee break at a time.

Above all, don’t forget to enjoy yourself! Conferences aren’t just about discoveries – they’re a chance to meet the people behind the science and share experiences. You’ve worked hard to get here, and you have everything you need to make the most of it. Put your best foot forward and have a great time!

We’ll see you at Biologists @ 100!

If you want a practical guide to the Biologists @ 100 conference, from the venue, poster sessions to the social events, check out this pre-conference recording made by the Community Managers of the Node, preLights and FocalPlane.

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