By Laura M. Kincheloe, Ed.D., MSN, RN, NE-BC

Every year, hundreds of Texas nurses prepare to attend professional conferences. For those who have never attended one, it can be daunting to prepare, and difficult to choose the right conference. Below are five tips for nurses to consider as they prepare for conference season.

1. Set Your Budget

Depending on the level of financial support available, it’s important to identify your personal or organizational budget to cover travel costs. Conference expenses can range from $200 to $6,000, so be mindful of this as you select a conference. Other than registration there are other expenses that can arise:

• Registration fees

• Travel expenses (flight, Uber/Lyft/Cab, airport food)

• Hotel costs

• Meals. Verify with the agenda which meals will be provided. Not all meals will be covered, so plan ahead.

• Additional events. Conferences may offer extra cost foundation or policy events that are usually an extra charge. Many organizations will not cover this expense so the attendee may pay out of pocket. These are fun events and open the door for new connections so check to see if you need to buy your ticket early.

Don’t forget: if you’re getting support from your employer, follow their travel policies and submit receipts as appropriate. Take advantage of early bird discounts, hotel discounts, and carpooling or shuttles if possible. 

2. Review the Agenda

If you’re spending money to attend a conference, ensure that something on the agenda resonates with you. Maybe you’re excited to hear from an internationally recognized speaker, or perhaps you have colleagues presenting on a project you were involved in.

Also, pay attention to the layout of the sessions. At a conference I attended with over 30,000 participants, the sessions were spread so far apart that I couldn’t attend all the sessions I initially planned. I adjusted my schedule to attend sessions closer together, which allowed me to make the most of my experience.

Don’t forget to be flexible. Not all conferences publish a full agenda when registration opens. While it’s great to take advantage of early-bird discounts, don’t feel pressured to commit before the complete schedule is released. I once considered attending a conference in a city I’d always wanted to visit, but I waited to register because the preliminary agenda didn’t meet my professional goals. When the full agenda was published, I ultimately decided not to attend, as it didn’t include the content I was seeking for that year’s professional development.

3. Set Your Priorities

People attend conferences to achieve different goals, like meeting social media connections in person, networking, attending specific sessions, presenting, or connecting with vendors. However, trying to accomplish all of these goals at one large event can be challenging. If you’re aiming to meet a range of objectives, a smaller, local, or state-wide event might be more suitable.

Remember that others attending may have different priorities. Overplanning meetups and dinners with friends can prevent you from making new connections or attending conference events like receptions. Conferences often include scheduled networking opportunities, so keep an eye on the agenda for these.

4. Travel with Colleagues

Attending conferences can be much more enjoyable if you’re going with people you know. As a frequent traveler, I like to know if any colleagues are attending so we can stay at the same hotel. It gives me peace of mind to have a familiar contact nearby. While some may be comfortable traveling independently, many feel more at ease with company.

5. Submit an Abstract

If you’ve worked on a project, been involved in research, or are completing a continuing education program, consider submitting an abstract to share your work. Nurses have an ethical obligation to engage in scholarly inquiry and research. If you’re new to this, conferences usually release calls for abstracts 3 to 8 months before the event. Each call typically includes a theme and submission criteria, and abstracts usually go through a review process, so selection is not guaranteed.

While there are many factors to consider when choosing the right conference, these tips serve as a helpful starting point. If you are an avid conference traveler, comment with what you think are some conference season best practices. If you have never been to a conference, comment below with what is keeping you from attending. Watch for an upcoming guide on preparing abstract submissions and consider joining us at the Texas Nurses Association Annual Conference, June 5 to 7 in Austin, Texas!