The Savvy Conference - Goer Does SLA
by Dan Trefethen

The annual conference is the only place where we really see the full power of SLA: the amazing array of programs sponsored by the divisions; the networking opportunities; the lengths to which vendors will go to outshine each other.  There is always too much to do and six different places you should be at one time.  No doubt about it, you've got to have a game plan.

The conference follows a fairly strict daily format.  Each day has its individual focus.  You can get the flavor of this by studying the preliminary program, but it's hard to know how to get the most out of an SLA conference until you've been to a few.  Let me share some tips I've picked up after attending many conferences.

1) Using the on-line conference Scheduler  (available mid-February), you can read descriptions and print out a personal schedule for yourself. It will also notify you of changes in any of the sessions, and even tell you if you have overlapping classes.  You can do custom searches, based on topics, speakers, sponsors or units.  You can also add personal events to your calendar, such as dinner with a friend.  If you prefer, an alternative method is a daily planner with plenty of space.  I highlight "must attend" items, but always list interesting options in advance.  (Add the room assignments from the final program you receive when you check in at the SLA registration counter.)  It's worth the time to create a well‑organized planner.  Programs overlap, and you don't want to spend a valuable fifteen minutes huddled in a corridor examining the program booklet.  If you're in a program that's not right for you, check your planner for an alternative and go.  It's not rude to walk out of these sessions; people with overlapping commitments do it all the time. 

2) Don't try to take in the exhibits in one marathon session.  It will probably take half a day to do the exhibits justice; more if you're actually shopping for a software system or some other large expenditure. This is your chance to try all the library computer products, and to grill the vendors mercilessly.  To be fair to yourself you should break up exhibit-going into smaller sessions that can be squeezed into blank spaces in your planner.   The Networking Reception in the exhibit hall is being held on Sunday from 4:00–6:00 pm, and they’ll feed you while you look over their wares.  And if a vendor you really need to talk to is swamped, come back another time (a good bet is right after exhibits open or just before they close each day).  You can browse through the on-line virtual exhibit hall and get your game plan for which vendors you want to visit.

3) Attend the divisions' open houses.  I know they're late and you've been up since 6:30.  Resign yourself to being sleepy some of the mornings, and go to a few.  Some of the hottest networking is available here.  Sunday and Monday nights are liveliest, since everybody goes to see everybody from last year, and all the Well Known SLA Personalities party-hop from suite to suite (sometimes in a group).  It may seem cliquish, and you may feel like an outsider at a party where you don't know anybody, but keep one thing in mind: these are all special librarians or friends of special libraries, and have more in common with you than any other roomful of strangers on the face of this planet.  So step right up and introduce yourself.  Be sure to hit the "Big Division open houses" - Business & Finance, and Library Management.  It doesn't matter if you're not a member.  Just go.  Trust me.  (One helpful strategy, though, is to use the "buddy system" in hopping around; you always have someone to talk to, and you can introduce each other throughout the evening.)  Also, look for chapter open house announcements on the message boards.

Next I'll discuss each day's pattern of events.

Saturday:  Continuing education course day.  In addition to the course material, there is great networking here with others who share your same concerns.  This also gives you a weekend night in the Big City, if you want to take in some local entertainment.

Sunday:  More continuing education options.  The First-time attendees' reception is today, and is a good bet for you first-timers.  The SLA Awards reception is held at night.  It is a great way to see the movers and shakers of SLA get recognized.  Make sure you pack accordingly: coat and tie for men; appropriate dress for women is required. 

Monday:  Getting into full swing, starting with divisional breakfast meetings.  I'm not much of a morning person (especially after the open houses), but these and the business lunches give you a captive audience. Make sure you talk to the people across the table from you, not just next to you.  And ask for business cards.  (Speaking of business cards, bring plenty.  Better to take a lot back than to run out.)

The breakfasts are scheduled to end in time for the general session.  It's an impressive sight to see almost half the members of SLA in one room, but you won't have time to talk to anyone.  Go if the speakers sound appealing to you. 

Tuesday:  All division-sponsored programs are open to all SLA members, unless otherwise indicated in the program book.  When you examine your preliminary program you should look for ticketed events you will want to pre-register for.  You ought to attend the meals and business meetings of those divisions that most interest you.  If you realize you'd like to go to something you didn't pre-register for, all is not lost.  You can advertise for a ticket on the community bulletin board if your event is sold out. 

Finish your exhibit going, as they close for good at 5:00 pm. Some vendors sell their display stock at a discount during the last few hours.  Mail the literature you've gathered back home so you don't have to lug it on the plane. (They sometimes have a postal station on the premises for this.)

Wednesday:  The last real conference day.  The SLA Annual Business Meeting is in the morning.  Attend if you want to find out what the Board has voted to do during all those meetings earlier in the week. It's especially interesting if there's a hot topic on the agenda (like changing the name of the association.)

Thursday:  Field trip day, if you haven't flown out.  This is a chance for the host city to show off its resources.  Remember, however, that if you go on an all-day field trip, you don't want to schedule an airline flight too soon after it's due to return; field trips can easily run late.

I'll finish with a few final tips.  An important source of information during the conference is the message center near the registration area. Leave messages for your colleagues, pick up a copy of the daily newsletter with late-breaking news, look for tickets to buy or sell, check the room numbers of chapter and division open houses, and ask questions about restaurants and local attractions at the host chapter's booth.

Let's talk money.  There are all kinds of tricks to save money, but some of them can be a false economy.  For instance, you can save on hotel bills by staying at a cheaper place further away, as long as you don't need to keep returning to your hotel during the day.  Time is quite valuable here.  Another method that sounds good is to fly in on Sunday rather than Saturday, since most of the major programming doesn't start until Monday.  The problem with this is that airlines often give great price breaks for Saturday night stays, and you'll lose more on your airfare than you'll gain on your hotel bill.  Also, Sunday is a great day for continuing education courses and networking, and you'll lose all or part of this day.

In order to maximize your time and minimize expenses, consider this option: If you get a price break for a Saturday night stay, fly in on Saturday, then check out of your hotel Wednesday morning, stashing your luggage at the hotel desk or in a friend's room. Then have a full conference day and fly out in the evening.  This "stash now, fly later" gambit can work for Thursday field trips, too, although remember what I said about field trips running late.

While on the issue of money, remember that whatever expenses aren't reimbursed may be deductible (in the U.S.), so save your receipts.  Also, if your organization is paying, they may want proof. Carry an envelope marked "receipts" that you can use for meal stubs, cab fare, et cetera. (Remember to ask for receipts from cabs or airport vans - they don't automatically give them.)

Finally, have fun!  You may think this article should be entitled How to Exhaust Yourself at a Conference, but I encourage you to be selective with my ideas.  Pace yourself so you don't "over-conference".  It helps to do things that get you away from the convention center: hook up with people for dinner (some of whom advertise on the message boards), and take some time to see some local sights.  And if somebody offers you an invitation she can't use for a private party sponsored by a well-known vendor, take it.  Don't worry if you don't use their product - nobody will ask.  There are vendors who are famed for their parties.

Good luck in making your SLA conference a fun and worthwhile experience!

(This article was adapted from one that originally appeared way back in the May 1990 issue of Interface, the bulletin of the Pacific Northwest Chapter of SLA.)

Dan Trefethen
Boeing - Future Combat Systems
P.O. Box 3707, M/C 84-74
Seattle, WA 98124-2207
phone: 253-657-1103
fax: 253-773-7721
daniel.b.trefethen@boeing.com