Survival guide for conferences

Paula Penagos

University of Missouri - St. Louis

Conferences can feel like a whirlwind of acronyms, name badges, and nervous elevator pitches. For students—especially those attending for the first time (or even the first few times)—conferences can be exciting but also overwhelming. This guide offers real-world advice from students, professionals, and faculty who have been there. Whether you are preparing for your first talk, trying to network during a coffee break, or simply figuring out how to pace yourself, it is here to help.

Know Before You Go

First things first. What do you know about the conference? It is important to look up the conference schedule, keynote speakers (especially the ones you may be interested in), and any companies or research groups attending. Identify a few key sessions or people you do not want to miss. How? You may look for names of the people whose papers you like, or sessions that align with your dissertation – or potential dissertation – topic. If you still do not have a dissertation topic, that is okay! This is a great opportunity to explore themes that spark your curiosity or stand out. Let your interest guide you.

If it is your first conference, do not be afraid to ask around... Senior attendees—whether fellow students or professors, or even ORMS Tomorrow—can offer helpful advice. If this isn’t your first conference, reach out to people you’ve met before. Are they presenting? Hosting a reception? Reconnecting can be just as valuable as meeting someone new!

Last but not least: know your story. Prepare a 30-second "about me" pitch and a 1-minute version of your research interests or work. Here is mine for some inspiration!

“Hi, I’m Paula Penagos. I apply econometrics and mathematical optimization to understand individual behavior and improve relief operations during flash floods—the deadliest weather hazard in the U.S. and a major issue globally. My work explores how people respond to risk and how we can design more effective emergency logistics, both in the U.S. and in emerging economies like Colombia.”

At interdisciplinary conferences like INFORMS, you will meet people from a wide range of areas: your goal is to connect with people and signal clarity about your research interests, not to confuse.

What to Pack (Beyond Confidence)

This is not a marathon, but you will walk a lot! Bring comfortable shoes and stay hydrated. Your body needs to be at its best to make the best out of the conference. Refillable water bottles are a huge plus. Days can get hectic, so make sure to eat properly. Keep easy-to-carry snacks with you – trail mix, chocolate, cookies, and fruits are some great options. To take notes during sessions, you can bring a notebook. Pro-tip: the exhibits usually have vendors or universities giving some away! Conference rooms can get chilly, so dress in layers. A blazer or elegant sweater does the trick.

Here’s something not everyone tells you, but you MUST have: gum or mints! Days are long, and receptions are always happening. Make sure you talk about yourself in a fresh way!

Networking Without the Awkwardness

Networking has its magic. It can be challenging at times, but you’ll get the hang of it. We asked our LinkedIn community, several seasoned professors and Ph.D. students to share their insights. See this post to read about their experiences in greater detail (click here).

They shared with us that conferences can feel like a sprint, but the most meaningful moments often happen between sessions in the hallways, over coffee, or during a deep breath outside. Now you know where to start networking! It’s not about attending every event; it’s about being present and open. Whether it’s your first conference or your fifteenth, the connections you make often leave a deeper impact than the sessions you attend. From chatting with someone over breakfast to sharing an elevator with a Nobel Laureate, the real magic lies in genuine conversations and unexpected encounters.

Be intentional: sign up for lunch events, attend pre-conference gatherings, talk to people outside your usual circle, and follow up with curiosity. Look at badges, connect on LinkedIn mid-conversation, and use the short personal pitch you have prepared, as described earlier. You do not need to be perfect – just open.

Pro-tip: You can always start by talking to other students! It often works like a snowball – one person introduces you to another, and before you know it, you have built a whole network.

Presenting Your Work

Presenting your work is more than just delivering results: it is your moment to share your ideas, passion, and story. It can feel challenging and nerve-wracking (especially the first few times), but it is also incredibly rewarding. Enjoy your presentation!

Practice out loud , and if possible, in front of friends or mentors. Get comfortable with your pace, tone, and timing. Tell a story! Look for ways to keep people engaged with a compelling question, a motivation, or a real-world problem – not just your methodology. This catches the attention of your audience.

Take Care of Yourself

It is okay to skip a session and go outside. It is okay to eat when you are hungry and to rest when you are tired. You do not need to feel bad for listening to your body and your mind. You do not need to attend everything to make the most of a conference. Presence > Pressure. Remember: no one is judging. Most people just try to get through their own schedule. You are not being watched for skipping a session or needing a break.

Find your people. If you feel overwhelmed, connect with someone you trust, another student, a friend, or even your mentor. You are not alone. We have all been there, done that! You have to remember that this is your experience. Let it be one that energizes you, not drains you. And now that you are in a new city... Take a walk around a couple of blocks, to get used to it.

After the Conference

The people you meet at a conference are likely to be the ones you will continue to meet at future events, in collaborative projects, and throughout your academic and professional journey.

Send a follow-up email (or a message through LinkedIn) within a few days to keep the connection alive. And do not forget your fellow students— today’s conference chats can become tomorrow’s co-authorships or lifelong support networks.

Make sure to reflect: What surprised you? Who inspired you? What would you do differently next time? What did you learn?

Conferences are an iterative experience; with each one, it gets easier and more comfortable. You will realize that you are building a network bigger than you imagined.

Acknowledgments: We would like to thank Amirhossein Moadab and Pranesh Saisridhar for taking the time to review this article, and our LinkedIn community for their inputs. Illustrations were created using AI.