Do These 13 Things Before Stepping into the Conference Center to Win BIG!

A battle is often won off the field. Whether it’s a war or a conference, the principle remains the same: Preparation is everything. You can’t just walk onto a battlefield—or in this case, a conference floor—and expect to close millions of dollars in deals. 

In the world of business, a conference isn’t just an event you attend; it’s a strategic battlefield. To get the highest return on investment (ROI), you must go in prepared, armed with the right tools and strategies. You need to anticipate your Ideal Customer Profile’s (ICPs) needs, predict their moods, interests, and irritations, and ensure you’re always a step ahead of your competitors. 

In fact, studies show that 81% of marketers believe in-person events like conferences are critical to their company’s success. Yet, the same research indicates that 41% of event marketers struggle with proving event ROI. This is where planning and strategy come into play. You can’t just attend a conference and hope for success—you need to own the floor. 

Here are 13 proven strategies to help you not only win the battle but sweep the floor with your competitors.

Conference Planning: Digital and Social Media Management Tasks 

1. Create Social Media Posts to Announce Your Attendance

Your presence at the conference begins long before you step into the venue. One of the most effective ways to get a head start is by announcing your attendance on social media. This not only builds awareness but also allows you to engage with your audience early on.

According to recent research, over 70% of event attendees say they decide which booths to visit based on social media presence. That’s a big indicator of the role digital marketing plays in making your event successful.

Make sure to create a social media plan template to:

• Post about your attendance across platforms like LinkedIn, Twitter, and Instagram and manage responses with social media marketing tools.
• Use eye-catching visuals and videos to grab attention.
• Include relevant hashtags related to the event or your industry, like #BigTenConference, #ConferenceMarketing, or #YourBrandAtTheEvent.
• Tag event organizers and speakers to increase visibility and reach a broader audience.

 Pro Tip: Create a content calendar countdown series leading up to the event. This keeps your audience excited and informed about what to expect from your booth, your team, or even a special presentation. 

2. Scrape the Conference Application for Attendee Details

Many conferences provide an app for networking, schedules, and attendee lists. Use this to your advantage.

According to a recent report, 83% of event planners say attendee engagement is a key metric for measuring success. This starts before the event itself by gathering as much information as possible about who will be attending. 

If the app includes attendee information, scrape the data and cross-reference it with LinkedIn profiles to start planning your outreach. If direct access to the attendee list isn’t available, use the app’s networking features to: 

• Set up meetings beforehand with key attendees.
• Engage with prospects through in-app messages. 

Pre-conference engagement increases the likelihood of successful meetings by over 50%, so this step is crucial to owning the conference floor.

3. Prospect on Sales Navigator

Speaking of LinkedIn, Sales Navigator is one of the most powerful tools in your arsenal for pre-conference planning. LinkedIn data shows that 80% of B2B leads come from LinkedIn, making it an invaluable platform for event prospecting. 

Identify key attendees and reach out with a personalized, non-salesy message. Keep it short, conversational, and focused on building a connection rather than pitching right away. This tactic can lead to a higher response rate and smoother conversations at the conference itself. 

Pro Tip: Don’t stop at individuals—add their companies to your Sales Navigator account list. This allows you to reach out to multiple stakeholders within the organization, creating a more resilient strategy if one contact goes cold. Multithreading your outreach like this ensures that you’re more likely to close deals after the event.

4. Ensure Your Tech Stack is Conference-Ready

Traditional business cards are rapidly becoming outdated, with a majority of marketers agreeing that event technology helps streamline interactions. Setting up your tech stack in advance ensures that you can focus on building relationships at the event, rather than fumbling with paper and manual entries.

Here are the must-have elements of your tech stack:

• NFC contact-sharing apps: Use tools like HiHello or Popl that allow you to share your contact details, social media profiles, and website with a simple tap of your phone. These apps are user-friendly and customizable, ensuring that your contact information is shared quickly and professionally.
• RFID business cards: Physical cards are outdated, but RFID-enabled cards store all your details digitally. A simple tap allows attendees to download your info directly to their devices, cutting out the need for manual data entry.
• Mobile CRM access: Having your CRM system ready and accessible on your phone or tablet is essential. Tools like HubSpot or Salesforce Mobile let you add new leads on the go, ensuring no valuable contact slips through the cracks.
• LinkedIn QR codes: Always have your LinkedIn profile ready for quick scanning. LinkedIn’s QR feature allows you to instantly connect with attendees, making it easier to follow up after the event.

By leveraging this tech stack, you’ll not only streamline contact-sharing but also make a lasting impression by adopting innovative, forward-thinking tools that attendees will appreciate. Make sure to test these and other social media marketing tools ahead of time to avoid any last-minute glitches.

5. Prepare Your CRM for Incoming Leads 

Your Customer Relationship Management (CRM) system should be set up and optimized before the event begins. Studies show that companies that use a CRM for lead management see an average of a 29% increase in sales. The CRM should be prepared to manage, track, and follow up on every interaction made during the event.

Here’s what you need to do:

• Create separate tags or lists for conference leads.
• Organize leads based on their interaction with your team (e.g., scanned QR codes, direct conversations, or referrals).
• Set up automated workflows that trigger follow-up actions once the event is over.

CRM setup is crucial because, without it, you risk letting valuable leads fall through the cracks.

If this feels like a challenge, remember that Market Me More offers expert help in CRM setup and optimization, ensuring that you’re prepared to handle the influx of conference-generated leads.

We also take care of digital marketing needs for small businesses to ensure that they get a several-fold ROI from their small conference investments.

Conference Planning: Design Tasks

6. Get an Unconventional Booth Design

A conventional booth design will get you nowhere in a crowded conference hall. With companies spending anywhere from $5,000 to $50,000 on booths, you must ensure you’re maximizing your ROI by standing out from the crowd. The goal isn’t just to blend in with a banner and a plan conference table, but to capture attention and drive foot traffic to your space.

 Here’s how to make your booth unforgettable: 

1. Experiment with Unique Designs

While it’s important to maintain your brand colors and identity, don’t be afraid to push boundaries with an unconventional design. Think outside the box—your booth should feel like an experience, not just a physical space.

• Consider elements like interactive displays, bright LED lighting, or unexpected shapes and structures that draw people in.
• Use sensory elements such as sounds, textures, or even a scent associated with your brand to create an immersive experience.
• Market Me More’s conference realignment plans help you create booths that your audience will remember for years to come.

2. Strategic Location is Key

Where your booth is in the conference hall can greatly impact foot traffic. Ideally, try to secure a spot in a high-traffic area such as near the coffee bar, lounge area, or entrances/exits in the conference room. These are places where attendees naturally gravitate, increasing your chances of attracting more visitors.

If possible, negotiate for corner spaces or booths positioned along main walkways, as these are often more visible.

3. Offer a Fun Giveaway or Raffle

• Incorporating a raffle or giveaway is a great way to collect valuable contact information while creating buzz around your booth.
• Invest in simple, fun prizes like mini-helicopters or light-up yo-yos—anything that can be easily branded and attract attention. People are naturally drawn to interactive, entertaining items.
• Promote the giveaway through signage, social media, and even a QR code that attendees can scan to enter, ensuring you capture their contact details for future follow-ups.

4. Appeal to Attendees’ Inner Child

Conferences are essentially business fairs, and while you’re tapping into the professional mindset of attendees, you can also engage their inner child. Creative giveaways or interactive elements that bring out a sense of fun can create lasting impressions.

• Consider distributing toys or playful gadgets, but ensure these giveaways have a strategic purpose—whether it’s collecting contact information or engaging attendees in conversation.

5. Booth Activities that Engage

An engaging booth doesn’t just rely on a cool design—offering activities that involve attendees can create lasting impressions.

Whether it’s a demo station, an interactive quiz, or a photo booth where people can snap photos and post on social media (tagging your company, of course), these experiences will encourage people to linger at your booth and share their visit with others.

Social media content creators that may be attending this event may tag your company and blow up your reach! 

If you’re looking for creative booth designs or brainstorming ways to stand out, Market Me More specializes in helping companies engineer booths that drive engagement and increase footfall. With our expertise, your next conference won’t just be an event—it will be a memorable experience for all your prospects. Schedule a free conference planning call with us today to find out more!

7. Prepare QR Codes and Brochures to Distribute

With nearly all of the attendees carrying smartphones, incorporating digital assets into your booth experience is a must. Prepare a mix of printed brochures and digital assets to cater to different preferences. 

• Display large QR codes that lead to video demos or landing pages.
• Create a gated landing page where users can download valuable resources in exchange for their contact information.
• Use brochures and eBooks that people can take away for later reading, ensuring you stay top of mind post-event. 

When these digital and print assets are connected to your CRM via workflows, you can automatically follow up with leads and track their journey through the funnel. 

8. Decide on a Costume (Yes, a Costume)

Sometimes, you need to go the extra mile to be memorable. According to psychological research, people remember visual cues better than verbal ones. So, donning a fun, creative costume could make you more recognizable in the sea of conference attendees. 

Whether it’s a quirky accessory, a bold color scheme in line with your brand, or even a playful costume, make sure it’s something that aligns with your company’s culture and catches the eye. 

Consider:

• Matching your outfit to your brand colors.
• Adding a quirky accessory like a fancy hat or something thematic like a minion costume. 

You don’t have to go big—but making a memorable impression with your personal presentation can help start more conversations. Fresh team members or interns often embrace this, making it a win-win situation for everyone.

Conference Planning: Networking Tasks

9. Create a MUST-SHAKE-HANDS List

Before you set foot in the conference center, you should have a clear strategy for who you need to meet. Creating a list of 20 must-shake hands is a tactical way to ensure that you don’t miss the most valuable connections at the event. 

Here’s how to build your list:

• Research attendees ahead of time: Use the conference app, attendee list, or Sales Navigator to identify key prospects. Look for people who fit your Ideal Customer Profile (ICP) or decision-makers from companies you’re targeting.
• Prioritize based on opportunity: Not all prospects are created equal. Focus on C-suite executives, directors, or anyone in a position of influence who can open doors for your business.
• Consider competitors: Don’t shy away from including competitors or potential partners on this list. Networking with them can provide insight into industry trends, and collaborations may even arise. 

Once your list is set, the goal is to reach out to as many people as possible beforehand. Use LinkedIn messages, personalized emails, or the conference app to schedule brief meetings or coffee chats. This increases the likelihood of connecting with them in a more meaningful way once the conference starts. 

Pro Tip: If you can’t lock in a meeting before the event, keep an eye out for these individuals on the conference floor. Be strategic—don’t ambush them with a hard sales pitch. Instead, engage in a casual conversation and get to know them, establishing a foundation for future follow-ups. The quality of these interactions will determine the success of your post-conference outreach.

10. Carry Branded Cards for Handwritten Notes

Stray away from the digital overload, with personalization. While everyone else is handing out generic business cards, they stand out by giving handwritten notes on branded stationery. This small but thoughtful gesture shows sincerity and leaves a lasting impression.

• Write a quick note after a meaningful conversation.
• Acknowledge a speaker you resonated with.
• Mention something specific you enjoyed about the interaction.

 This old-school touch makes you 1000% more memorable than a basic business card exchange. 

11. Make a List of MUST-ATTEND Keynote Sessions

 While your primary goal at the conference may be networking and selling, don’t overlook the learning opportunities. Conferences often feature high-value keynote sessions that can offer insights into industry trends, innovations, and business strategies. 

Keynotes are not only a chance to gain knowledge but also to network with like-minded attendees. The key to making the most of these sessions is preparation.

Before the event:

• Review the conference agenda and pick out sessions that align with your business goals.
• Prioritize those that feature industry leaders, potential partners, or influencers.
• Block time on your calendar and set reminders so you don’t miss them.

According to research attendees who participate in keynote sessions are 25% more likely to form valuable connections during the event. By attending these sessions, you’ll not only gain valuable insights but also meet others who share your interests. 

Additionally, many conferences feature interactive experiences like treasure hunts or passport games designed to get attendees to engage with one another. Participating in these activities can increase your visibility and lead to more conversations with the right people. 

Pro Tip: After the session, use your notebook (more on this in the next section!) to jot down key points and takeaways. These notes can be used in post-conference follow-ups, adding a personal touch when reconnecting with prospects or thought leaders you met at the session. They will also help you give enough meat to your marketing team (or us if you have hired Market Me More for our fractional marketing services) to develop marketing blogs and content planning for you. 

12. Keep a Small Notebook and Pen Handy

Stray away from smartphones and tablets. There’s something refreshingly authentic about using a notebook and pen. While technology can be useful for recording information, nothing beats the simplicity and reliability of good old-fashioned notetaking. 

Here’s why you should consider carrying a notebook at your next conference: 

• Capture thoughts in the moment: Sometimes, an idea sparks during a conversation and typing it into your phone might seem too formal or distracting. A notebook allows you to quickly jot down key points.
• Record important details about leads: Whether it’s the name of the person you’re meeting, an idea they mentioned, or something unique about their business, writing it down helps you remember.
• Create a lasting impression: When you take the time to scribble notes, especially during a one-on-one conversation, it shows the person that you’re genuinely interested. 

As much as we rely on technology, it can fail us—low batteries, spotty Wi-Fi, or app glitches are all too common. A physical notebook is dependable and won’t let you down when your phone does. 

Pro Tip: Choose a small notebook that’s easy to carry around and fits in your pocket or conference bag. You can even brand it with your company logo, giving it a professional touch. Later, you can use the notes to personalize your follow-up emails with specifics from your conversations, creating a more meaningful connection with prospects. Hire Market Me More as an expert email marketing company to write these personalized emails for you!