5 Logistical Details That Set Your Conference Session Up for Success

The email message says “Congratulations!” Your first reaction is to celebrate—as you should! You might call a trusted friend to share the news, or immediately post the announcement to social media. But then what? What should you do next to ensure that your conference session is a successful one?

As it turns out, just a little preparation early on can make a huge difference in how ready you’ll feel when you step in front of the session room. Here are five logistical steps you’ll want to take between the session acceptance email and the conference date:

1. Confirm Your Session Details

Read the acceptance email thoroughly to determine what immediate actions to take. Some conference organizers request that you respond to the email message, while others may ask you to fill out a form. Don’t make the mistake of missing out on your session because you didn’t follow directions! Review the expectations carefully.

Also, confirm your session title and other details, especially if you submitted multiple proposals. Check your speaker bio, photo, and contact information. Ensure that everything is correct and as expected. Let the conference organizers know right away if anything seems amiss.

2. Make Note of Important Dates

Add the conference dates to your calendar immediately, so that you don’t mistakenly double book your schedule. But more than that, make note of all important speaker deadlines. In your proposal, you probably agreed to share slides or a handout, which will be due before the actual conference. You may be asked to help promote the conference in your email newsletter or on social media by certain dates. You might also be asked to recommend books for the on-site store, or to confirm your room setup requirements. In some cases, you might have to register yourself for the conference using a special speaker code.

It’s important to note these dates and adhere to them. Remember that you’re just one of many speakers, and for the conference to run smoothly, the event planners rely on your support Don’t be that one speaker who makes it difficult for them to do their job well.

3. Set Web Alerts for Your Topic

You submitted your session specifics along with your proposal and are expected to adhere to them. On the flip side, though, people understand that during the time between your session acceptance and the actual conference, some things may change. For example, new research may be published that supports your main points. Or technology updates related to your session topic may affect your plan. Or there may be a surge in online chatter about the topic, with relevant dialogue surfacing.

To be well-received by your session attendees, you’ll want fresh and current information. So, it’s important to stay abreast of your topic by setting web alerts or scanning social media periodically. Your session should not change drastically but may be enhanced with the latest details. If new developments significantly affect your session details, reach out to the conference organizers to talk through it.

4. Make Travel Plans … Even if You’re Local

For most conferences, you’re expected to make your own travel arrangements. If you need to fly to the city, set airfare alerts early to catch special fares or sales. The conference may have recommended airlines or discount codes available. Usually, the closer you get to the conference dates, the more expensive it will be to travel—plan ahead.

There’s sometimes debate over the best lodging to use, with factors like loyalty programs and hotel amenities swaying the decision. My recommendation is to use the official conference hotel(s). That way you can take advantage of after-hours networking with other conference attendees also staying there. You’ll also have an easier commute, and you can likely pop to your room for a quick refresh in-between sessions. Be sure to use the official reservation link (usually found on the conference website) to avoid scams.

Even if you’re a local resident, you may need to research location parking options or other transit details to ensure you arrive at the session on time and ready to go. You don’t want unexpected construction, traffic delays, or other mishaps to derail the day.

5. Get to Know Your Audience and the Agenda

Experienced speakers know that tweaking your session for the event can set the stage for your success. But what exactly should influence your adjustments?

First, get to know the conference attendees. How many are expected on-site? Are they local or traveling in from around the globe? Is there is a virtual attendance option, or will everyone be in person? Are they experienced practitioners or newer to the profession? Even if there is a wide variety of backgrounds, the more you know about the attendee demographics, the better you can prepare.

Next, find out where your session fits into the conference agenda. Is your session early in the morning? Late in the afternoon? Right after a keynote, or before a networking event? Use this information to your advantage. For example, you might tailor your opening or closing segments to reflect awareness. Or you might add in references to the surrounding activities.

Wrap-Up

Successfully transitioning from proposal acceptance to conference delivery requires intentional preparation and attention to detail. By confirming logistics, staying current on your topic, planning travel, and adjusting your talk for the event, you’ll position yourself to deliver a session that truly serves your audience.

Remember, your expertise got you accepted—now it’s the preparation that will create the best conference experience for all.