Conferencing: The first time out
— A guide for new professionals

Successful conferencing is a learned, but frequently overlooked, skill.

Editor's Note: The following article appeared in the November/December, 1986, issue of the TRAPS magazine, which is published by the Texas Recreation and Park Society. It is reprinted by permission from TRAPS.

By Karl W. Cloninger, Ph.D.

"The place was so big ... I didn't know anyone and I didn't know how to meet them ... I feel like everyone there was so important. I mean they all had jobs and were making good money; it all seems so far away for me ... It was so expensive to get there and I'm not sure I got my money's worth ... I just didn't have any idea what to expect ... I went to a session by the author of one of my school texts. After the session, I tried to meet him; so much for that. I couldn't get the time of day."

The preceding comments are only a smattering of some heard by this leisure services educator during the past six years'. Hundreds of students later, the names have changed but the comments are the same by students and beginning professionals as they embark on the initial phases of so-called "professional involvement."

Conferencing is simply all things good and bad about a profession. It is a learned skill although it is almost completely overlooked in the educational process. The excitement successful conferencing is "catching." The result of bad conference experiences can do great damage to student or entry-level morale.

Let's start with the basics . . . why bother?

Professional organizations exist for the benefit of the persons who are members of a given organization (although at times, this may seem to be an arguable point). There are in most organizations, sections or kindred groups of persons who share like interests or responsibilities as functions of the positions they hold.

The theory is that there is benefit in comparing notes with other professionals, discussing problems of daily concern, and evaluating current legislative action that may be pending or which may have taken effect. Additionally, all organizations are constantly in a state of flux to the extent that they are governed by one or more boards which are policy (by-law) making bodies and are proposing or modifying the dictates of the organization to make that organization more relevant to the membership.

The principle involved here is that people are the mainstay of any organization; the people of the organization make it worthwhile, not just the big-city, big-job gurus, but all of the people involved. That includes you. It matters not whether you are a student or a beginning recreation program leader/facilitator. The chance for involvement exists if you are willing to make the effort and pay some dues.

The rewards are intrinsic for the most part: being a part of a professional movement in which you have invested your time and energy; the development of relationships in your state, across the region, and throughout the nation, and contributing to the understanding of the leisure services profession by the general public. To a true professional, these are the

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answers to the original question:

"Why bother?".

Dollars and sense in conferencing

Significant barriers to conferencing for students and some professionals include the cost of affiliation with a professional organization, the amount of money that it costs to travel to the site, accommodations while at the conference location, and food and drink during the conference.

Within the field of recreation and leisure, there are several organizations which represent the interests of professionals and students. The cost of affiliation with such organizations is considerable if enrolling as a professional, a bit less if associating as a student.

The key point to consider here is to choose carefully the association which most closely aligns the professional with other professionals of like or similar function. Few persons are able to afford to affiliate with all of the associations of related interest. Choosing your association(s) carefully is the first step toward successful conferencing.

Conference registration is a complex and sometimes frustrating task in and of itself. The options shown on any given conference registration sheet are often extensive, and at every selection (of a banquet, an off-site symposium, or local tour) there is an added charge. Typically, such charges are reasonable for the services rendered, but for the budget-minded conferee, they must be selected carefully.

Ten Commandments for attending conferences

After all of the initial housekeeping (registration, moving into your hotel room, etc.) chores are accomplished, the conferee is now ready to do what he/she came for . . . to attend the conference. Assuming that this is a solo experience

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and that you are basically on your own, there may be a few feelings of anxiety to overcome as you arrive at the conference site.

Below are 10 commandments to help the beginning professional overcome conference fear and to help make the time invested during their first professional gathering as productive as possible.

1. Rank order your priorities and specific objectives for the conference well in advance. It might be helpful to discuss your goals and objectives with an employer, a colleague, or with a professor. Use these goals to plan your daily conference program.

Is your main thrust to seek employment or to change jobs? Do you wish to meet others of like interest? Is it your intention to become involved in the organization?

The way you allocate funds for the conference may be based on your specific objectives for that conference. It is not possible under normal circumstances to do everything that is available at the conference with the time available.

2. Dress for success. People do notice if you are well groomed and well dressed. Don't overdress, but show that you care about your appearance and that you have planned your conference wardrobe.

3. Introduce yourself where appropriate. A bright smile and a firm handshake will often be all that is necessary to break the ice for a conversation. Remember, there is never a second chance for a good first impression.

4. Show genuine but not overbearing interest in your conversations. Be willing to share information about yourself honestly. Never exaggerate your accomplishments, but in the same sense, do not sell yourself short.

As a beginning professional, you are upwardly mobile. Information that you share about yourself may ultimately be repeated to a prospective employer.

5. Prepare an agenda for yourself and stick to it. The money that you spend at a conference can only be recouped through complete participation at sessions, workshops and social events.

6. Choose a number of social events to attend, especially dances, tours and special presentations or addresses. These are all good places to meet people of similar interests and situations.

More likely than not, you may meet someone to "conference" with. One good plan to follow if this happens is to go over your daily plan together. Maybe you will each wish to choose two sessions of interest and attend with the other.

Another plan would be to meet after sessions for coffee or a meal and to plan to attend other social events together later in the day. The point is you are not alone. Many people at every conference are attending alone and many for the first time.

7. Don't be afraid to say "No!" to the temptation to over-spend or to cut out parts of the conference. One of the worst things that can happen to the first time conference attendee is to come home and wonder where all of the money went and to not feel that any productive purpose was served.

8. Attend all of the "free" socials and gatherings. Practice beforehand techniques of introducing yourself to strangers.

9. Spend time in the exhibit area. Talk to vendors about their products. Talk to educational personnel about their schools, camps and universities. Meet everyone you can.

10. You are an integral part of the conference. Be yourself at all times. Let there be no question that your presence and participation, as well as that of other conference attendees, is crucial to the overall success of the conference.

You are important. Your involvement is the primary determinant in the future success of your professional organization!

ABOUT THE AUTHOR: Karl W. Cloninger, Ph.D., is an assistant professor in Recreational Administration Division of the Southwest Texas University in San Marcos.

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