Mingling & Networking at Conferences

A Guide for the Postdoctoral Research Symposium

I. Preparing to Engage

Do Your Homework

• Review the abstract booklet before the symposium to identify posters that align with your research interests or topics you'd like to explore further.
• Make a note of key presenters you’d like to meet, especially those whose work complements yours.
• Plan your time efficiently so you can visit posters that interest you without feeling rushed.
• While planning is valuable, remain open to engaging with posters outside your field. Some of the best collaborations and learning opportunities come from interdisciplinary discussions.

Bring Conversation Starters

• Prepare general questions that can spark meaningful discussions across different topics:
  • “What inspired your research?”
  • “What do you think is the most exciting aspect of your findings?”
  • “How does your work contribute to the broader field?”
• If a poster closely relates to your work, think of more specific, insightful questions to show genuine interest.

Practice Your Introduction

• Be ready to introduce yourself concisely and confidently. Use a simple structure:
  • “Hi, I’m [Your Name], a [Your Role] at [Your Institution]. My research focuses on [Your Topic], and I’m particularly interested in [relevant aspect].”
• If you are also presenting a poster, consider how to naturally connect your research to related topics at other posters.

Dress and Carry Essentials

• Wear business-casual or professional attire appropriate for an academic event.
• Bring a notebook or use your phone (discreetly) to jot down key points from discussions.
• Have your contact details ready (e.g., LinkedIn, business cards) in case you want to stay in touch with presenters.

II. Approaching a Poster

Assess the Situation

• Approach presenters with a friendly demeanor. Smile, make eye contact, and stand with open posture to invite conversation.
• Avoid standing too close or interrupting an ongoing discussion; instead, wait for a natural pause before engaging.
• If the presenter seems preoccupied or reviewing notes, give them a moment before approaching.

Introduce Yourself Clearly

• A simple and effective introduction:
  • “Hi, my name is [Your Name], and I’m a [your role, e.g., postdoctoral scholar/graduate student] at [your institution]. I’m really interested in [related topic] and was excited to see your poster on [poster topic]. Could you tell me more about your research?”
• If the poster is directly related to your research, mention how your work connects to it:
  • “I work on a related topic in [your research area], so I was really excited to see your findings on [specific topic].”
• If you’re new to the topic, express curiosity:
  • “This is a field I’m really interested in learning more about. Could you walk me through your key findings?”

Show Active Engagement

• Nod, smile, and maintain eye contact while the presenter explains their work.
• Summarize key points or ask follow-up questions to show understanding and reinforce engagement:
  • “So if I understand correctly, your results suggest [X], which could impact [Y]. That’s really interesting!”
  • “Did anything surprise you in your results?”
  • “What are the next steps for this research?”

Avoid Overstaying

• If a crowd starts gathering or if you’d like to continue the conversation later, wrap up your conversation politely:
  • “Thank you for sharing your work! I really enjoyed learning about it. Would you be open to staying in touch?”

III. Navigating Conversations with Other Attendees

Find Common Ground

• After listening to a presentation, turn to another attendee and initiate a conversation:
  • “This is really interesting—have you worked on anything similar?”
  • “What drew you to this field of work?”
• If the attendee is also presenting a poster, ask about their work:
  • “I’d love to check out your poster—when and where can I find it?”

Join Ongoing Discussions

• If two or more people are engaged in a discussion, wait for a natural pause before contributing:
  • “That’s a great point. I was also curious about…”
• If the discussion is technical and outside your expertise, show curiosity:
  • “This is a bit outside my field, but I’d love to understand more about how this applies to [related concept].”

Make the Most of Networking Opportunities

• Keep conversations flowing naturally by showing genuine interest in the other person’s work.
• If the discussion is engaging, suggest staying in touch and don’t hesitate to reconnect later.
• Be mindful of timing and know when to move on. If the conversation feels like it’s winding down, close it gracefully.

Be Mindful of Time

• Be mindful of social cues. If the person starts glancing around or checking their phone, they may need to move on. Politely wrap up the conversation:
  • “I really enjoyed our conversation—thank you for sharing your insights! I hope we can stay in touch.'"
• Exchange contact details if you see potential for future discussions or collaboration.

IV. Wrapping Up and Following Up

Ending Conversations Smoothly

• Be concise and appreciative. Thank the person for their time and insights.
• Be mindful of their time. If they seem busy or others are waiting, wrap up the conversation politely.
• Express interest in staying in touch. If appropriate, ask if they would be open to exchanging contact information.
• Keep the interaction open-ended. If you expect to see them again during the symposium, mention it naturally as you close the conversation.

Taking Notes to Personalize Follow-Ups

• If you plan to follow up with a presenter, jot down key details after the conversation to make your follow-up more meaningful.
• Note key discussion points, such as shared research interests, insights they provided, or advice they gave.

Following Up After the Symposium

• Reach out in a timely manner if you want to maintain the connection.
• Send a follow-up email or message within a few days while the conversation is still fresh.
• Be specific. Mention a key takeaway from your discussion to make the message more personal and engaging.
• Keep it brief and professional. Express appreciation, highlight a point of interest, and suggest staying in touch.