Going to a financial aid conference?
Here’s how to get the most out of your experience
By Sam Casarez, TG Regional Account Executive

Conference season is in full swing. Whether you’re attending a local event or a state or regional association conference, you may be wondering what you can do to gain the most value from your experience. Here are some tips to consider in preparing for, attending, and then following up on a conference. This general guide should help ensure long-term rewards for yourself and even benefit those with whom you share your new knowledge and information.

Set your objectives ahead
Create a brief list of things you want to learn at the event. Include people you want to meet, organizations you want to learn more about, or processes or policies about which you need guidance. If a particular event does not cover a topic of interest, ask around. Association conferences offer a rare opportunity to have one-on-one contact with a wide variety of industry experts.

Tell coworkers where you’re going and why
Share with all of your office mates, even those in related function areas, that you will be attending the event. They may have specific requests for information or provide you with the names of contacts that could be helpful. If possible, share a brief agenda of the topics to be covered, in case someone needs information slated to be covered at the conference.

Make appointments to meet colleagues and contacts
Chances are that the people you most need to talk to will have time to meet with you, but ask early. If a person's time is in high demand, consider scheduling a "group" lunch with colleagues who may have other topics to discuss. This way, your contact may be more willing to join you, meet your colleagues, and focus on your topics or needs.

Prepare a "conference survival" kit
Buy or obtain a sturdy, multi-pocket organizer folder. To assemble your kit, include your itineraries, event mailings, maps, travel confirmations, a supply of business cards, and other items that you will need for your attendance. Keep this folder handy on your desk before the event, and drop in notes as you think about your tasks and to-do items.

Review your materials and plot your strategy
After you register, spend 15 to 30 minutes reviewing conference materials to plan your agenda. Highlight those sessions you will attend. If there are two events that conflict, label one "A" for attend, and the other "H" for handouts. This will remind you to ask for copies of the materials provided at the session you will not attend.

Be a selective note-taker and ask the right questions
Avoid taking down notes on everything discussed—you may miss important points. Instead, listen closely. Take down quick notes only on those items that need clarification. Also, ask questions. If you need clarification, others may need it as well. At the very least, presenters can use the opportunity to reinforce their points.

Maximize your contacts
Foster relationships. Prepare a quick two- or three-sentence introduction, and use it when an opportunity arises to greet new acquaintances. If you want to exchange information at a later date, offer your business card and commit to a quick e-mail or phone call after the event.

Sort your materials and notes for distribution
Every piece of information you collect will probably benefit someone in your office. As you receive materials, note colleague names who may benefit from the information on a corner of the document, and store materials in your "survival kit" (described in the previous installment of this series). When you return, you can quickly route materials.

Preserve what you learn
Identify three to five of the most important ideas or concepts you learned at the conference. Summarize them in an e-mail or one- or two-page "idea log." Explain how these ideas could be implemented in your office and share it with your supervisor. If appropriate, distribute this document to your other colleagues—it may start discussions for future improvements in your office.

Write thank you notes and follow-ups
A quick e-mail message or note to a new acquaintance can go a long way towards building a permanent working relationship. Share a thought or idea you discussed, or offer additional information on you, your office, or your products and services. Offer your assistance in the future—everyone appreciates a helping hand.

Share what you learned with others
Spend 10 to 15 minutes visiting with colleagues, detailing your experiences, and distributing copies of useful information. Ask your supervisor for a few minutes during the next staff meeting to share what you learned. If you participated in any "fact-finding" activities for a colleague, now is the time to share this information as well.

Stay on top of house-keeping
Complete your expense reports and other documents as soon as possible. The longer you wait, the more difficult it becomes to fill out travel reimbursement forms and reports. Prepare these items when your activities are fresh on your mind. If you find you have limited time, spend at least five minutes sorting out receipts and sketching out basic costs and descriptions. These will jog your mind when you return to the task.

Enjoy the conference
There are other rewards beyond the obvious for an enjoyable conference experience. You’re more likely to remember information and follow up on colleague contacts if you’ve liked and enjoyed the event. You’re more likely to put to use what you’ve learned. Also, in the end, if you found you spent your time profitably at a financial aid conference, you’re more likely to feel more committed, interested, and ultimately happier about working in the industry. This, of course, has long-term benefits for you and for those who work with you.

Sam Casarez is a Regional Account Executive with TG serving schools in TASFAA. You can reach Sam at (800) 252-9743, ext. 4655, or by e-mail at sam.casarez@tgslc.org. Additional information about TG can be found online at www.tgslc.org.