Embark on an enriching journey at the 2024 CHLA/ABSC Conference! In this guide for newcomers, we'll unveil the secrets to navigating the conference, offering tips on how to make the most of your experience.
Make your case to attend the conference
Adapted from ALA and OLA.
- Understand why you'll be more valuable to your library after the conference.
- Calculate the potential costs of attending (e.g. registration, hotel, transportation). Make sure to account for registration discounts, hotel and transportation discounts, and conference grants.
- Study preliminary information about the program. Identify sessions, events, and programs that you believe can help you be more productive and efficient.
- Share preliminary program information with your colleagues. Let those who might not be able to attend know that your attending can benefit them. Inform them of the type of information that you can bring back to help them, and which sessions you can attend on their behalf.
- Share program information with your manager. List the sessions and programs that you think will be of greatest benefit to your workplace.
- Draft a plan listing how essential tasks will be handled while you're away. Include how, if necessary, technology can easily keep you accessible.
- Draft a plan noting that when you return to the office, you’ll share action items and fresh ideas learned at the conference (e.g., notes from speaker presentations and discussion groups, knowledgeable vendors you heard from, best practices, contacts you made through networking, etc.) with the rest of the staff.
- Inform your supervisor that you can focus on implementing one new idea that will pay back many times over the investment of time and money spent to attend.
- Put your request in writing. Feel free to use this sample letter.
Book a room at the conference hotel – it's worth it!
Staying at the conference hotel gives you flexibility that will make your conference experience more relaxed and enjoyable. Daily logistics of getting to and from the conference venue in a strange city will be a breeze. Quickly pop up to your room between sessions to drop something off, get something you need, or just take a break from the crowd. This is especially valuable for the time between the last session of the day and the conference banquet.
Book your room early to make sure you can take advantage of the special conference rate.
Social events are part of conferencing
One of the main draws of the conference is connecting with colleagues from across the country. Every year we have receptions, dine-arounds, morning exercise sessions, a banquet, and more. You don’t have to go to them all, but make sure you find some activities you would enjoy and participate. There is a reception especially for first-timers on 11 June at the conference hotel!
Plan ahead!
- Check the conference schedule before you make your travel plans, and get a sense of how you want to spend your time at conference
- Check the weather forecast before you travel, and pack for inclement weather
- Bring a tote, to carry your belongings from session to session with ease
- Bring business cards to enter draws in the exhibit hall and give to new colleagues
Attend vendor presentations and demonstrations
Even if you don’t have purchasing power or if you don’t have access to the resources a vendor is demonstrating, this is an opportunity for you to gain a deeper understanding of products and services. Here are some tips for how to approach vendors:
- Ask open-ended questions. Instead of yes/no questions, ask open-ended questions that encourage vendors to share more information, such as do you have any new resources you can tell me about? Or I’m not familiar with your products. Could you tell me about your most popular ones?
Different vendors have different reasons for attending the conference. Some are there to check-in on their current subscribers, others are there with new products and are looking to advertise them to as many people as possible - they’ll want to talk to you, whether you can buy their resource right now or not. - Explain your role and interests: Even if you don't have purchasing authority, vendors may be interested in understanding your needs, challenges, and how their solutions could potentially add value. They like (and need!) to understand what’s going on in health sciences libraries, so it’s helpful to them when you clearly communicate your role within your organization and your specific areas of interest.
- Offer feedback: If you use the vendor’s products/services, share your feedback! Vendors often appreciate constructive feedback, and it can lead to more meaningful discussions and positive changes.
- Build relationships for the future: Establishing a rapport with vendors can be beneficial for the long term. Even if you're not currently in a position to make purchasing decisions, relationships you build at conferences could prove valuable when circumstances change.
- Collect vendor’s material: Take brochures, business cards, or any other marketing collateral offered by the vendors. This information can be useful for future reference or for sharing with colleagues who may have purchasing authority.
Make time to visit the city
You came all this way, make the most of it! Build some time into your schedule, either before or after the conference, to explore the city you are visiting. Extra time also provides flexibility for dealing with travel delays without impacting conference participation. Check out our Welcome to Winnipeg guide for ideas on things to do and see.
Familiarize yourself with expected conference behaviour
Everyone deserves a great conference experience! Please read the conference code of conduct to learn what behavioural expectations are, and how to lodge a complaint if need be, before arriving at the conference. While at the conference, be sure to respect others. We trust that all delegates will follow recommendations to avoid travel and gathering if they have symptoms of respiratory illness, including those associated with COVID-19.
If you need help, ask!
The conference planning committee and conference volunteers are here to help support you in having a good conference experience. If you have accessibility-related needs or questions about what to expect, you can contact the committee or visit the registration desk on-site.
