If you’re headed to CUNA’s Governmental Affairs Conference at the end of the month, you’re probably looking forward to catching up with old credit union friends, learning about the industry’s latest innovations and convincing your state’s lawmakers to put credit unions’ interests first (for tips on that, check out CU Times Washington reporter David Baumann’s debut column, The CU Capital Insider, on page 6). It’s a major opportunity to network, absorb information and make connections that prove to be critical to your career.
But big business trips like this one don’t always come without snags. At a past GAC, you might have brought the wrong clothes and found yourself skipping an afternoon breakout session to rush over to H&M for a cocktail dress. Or if you flew in from out west, you stayed out a little too late the first night in D.C. and arrived at your 8 a.m. meeting the next morning completely bleary-eyed and feeling nothing like your best self. Maybe you arrived back home, excited to email that new contact about a collaboration opportunity, only to find his business card missing.
Mishaps like these are common and often the result of poor planning. They also get in the way of what you really came to GAC for – to make your voice heard in Washington and bring ideas for growth and innovation back to your credit union. So make this the year you avoid them. Here are a few of my favorite pointers for a smooth, successful business trip.
Before Your Flight
- To win the packing game, start by studying your day-to-day itinerary and choosing outfits accordingly. Then pack them in order with the first day’s outfit on top so you’re not digging around in your suitcase when you arrive (some travelers swear by packing cubes to keep clothes organized and wrinkle-free). To avoid over packing, choose pieces in neutral colors that can be easily mixed and matched. Shoes can weigh down bags, so stick with two pairs: One dressy and one causal. Don’t bring any jewelry or accessories that you aren’t prepared to lose.
- As a heavy packer, I couldn’t follow this tip to save my life, but most business travelers recommend not checking a bag to save time at the airport and avoid the lost luggage disaster. Also, don’t forget to dress for the weather, especially you folks coming in from warmer climates. Snow and rain might be in the forecast, so a waterproof jacket, gloves, scarf and umbrella are a must.
- Flying from west to east? Avoid jet lag by adjusting your internal clock a few days before departure according to your time zone. So if you’re coming from Central Time, wake up and go to bed one hour earlier than usual; from Pacific Time, three hours earlier.
- Since you might get less sleep than usual and leave your healthy diet and exercise plan behind at GAC, treat your body well in the weeks leading up to the trip. Get plenty of sleep, exercise, drink lots of water and avoid alcohol. If you feel your best when you arrive, skimping on sleep and indulging a bit when you’re there won’t be as much of a setback.
A Stress-Free Schedule
- Don’t let work messages from back home get in the way of engaging with conference attendees in person. Turn your email notifications off and set aside some time each day, maybe in your hotel room right before dinner, to go through email and reply to urgent messages.
- Before your first meeting or session, take some time to stroll around the Walter E. Washington Convention Center and get a sense of where everything is to avoid getting lost (and being late). You can also take photos of the convention center map and exhibit hall layout with your smartphone for easy reference.
- WiFi can be iffy in crowded places, so write down important info (meeting times/locations, names, phone numbers, etc.) on a notepad or in a note in your smartphone before heading to the convention center. If your phone is losing battery while you’re out and about, put it in airplane mode for a bit.
Working the Room
- Conferences are a great opportunity to network, and it’s best to go into them with an agenda. Are you looking for a new job opportunity? Partners in a credit union collaboration project? Clients for a side business? Write down a few talking points about yourself and your goal, and fire away as you meet new people.
- While it’s great to have an elevator pitch prepared, it can be awkward starting a conversation with someone new. Here are a few effective networking event icebreakers, according to HubSpot: “Are you having issues with the WiFi?” “That [food or beverage] looks great, where did you find it?” “Did you hear X speak?” “Have you been to X down the street? I’ve really wanted to check it out.” “Is this your first time here?” and “Did you understand what the speaker meant when she said X?”
- Sometimes, getting out of a conversation can be harder than getting into one. HubSpot suggests these graceful exit lines: “Did you see the restroom anywhere?” “I think I left my [laptop/bag/phone] in the other room. I better go grab it before it disappears.” “I need another drink, what about you?” “All right, I need to go check in with my team. It’s been great chatting,” and “So, listen, it’s been great catching up with you. Let’s exchange cards?”
- To avoid losing contact information for people, take photos of their business cards with your smartphone as you receive them. And following up is a no-brainer, but make sure you do it at the right time. Emailing a new contact the day you return home or while you’re still at GAC might come off as pushy; plus, your message may get lost in a pile of email. Wait until you’ve been back in the office a few days before making contact.
Got your own conference hacks or tips to share? Don’t hesitate to send me an email or tell us about it in the comments. See you in D.C.!
Natasha Chilingerian is managing editor for CU Times. She can be reached at nchilingerian@cutimes.com.
