Before the Conference

Preparation is essential to making a good impression. Don't just show up and hope for the best.

• Do Your Homework: Identify a few key professors you'd like to meet. Read one or two of their recent papers that genuinely interest you. You don't need to be an expert, but you should understand their main arguments and how their work relates to yours.

• Check the Program: Look for their talks, poster sessions, or any panel discussions they're a part of. Attending their session is the perfect, most natural way to start a conversation.

• (Optional) Send a Brief Email: If you're particularly keen on meeting them, consider sending a very short email a week before the conference. Something like this works well:

  "Dear Professor [Name],

  I'm a [Your Title] at [Your University] and I'm looking forward to attending your talk on [Topic] at [Conference Name]. Your recent paper on [Specific Paper] was very influential for my own research on [Your Topic]. If you have a moment during a coffee break, I'd love to briefly introduce myself.

  Best, [Your Name]"

This shows initiative and gives them a heads-up.

During the Conference

This is your chance to make a connection. Timing and your approach are everything.

• The Best Time to Approach: The ideal moment is after their talk or during a poster session Q&A. This gives you an immediate, relevant topic to discuss. Coffee breaks are also good, but be mindful of their body language. If they look busy or are in a deep conversation, wait for another opportunity.

• Have Your "Elevator Pitch" Ready: You need a concise (30-60 second) summary of who you are and what you're working on. It should sound natural, not robotic.

  • Who you are: "I'm [Your Name], a PhD student from [Your University]."

  • What you do: "I work on [Your Research Area], specifically focusing on [Your Specific Problem]."

  • The Connection: "I really enjoyed your talk on [Their Topic], and I was particularly interested in your point about [Specific Detail]. It connects with my work because..."

• Prepare a Specific Question: Don't just say "I like your work." Have a thoughtful question ready based on their talk or a recent paper. This shows you've done your homework and are genuinely engaged.

  • Good question: "I was wondering how you handled the data anomaly you mentioned on slide 12. In my work, I've encountered a similar issue..."

  • Bad question: "So, what are you working on now?" (Too broad and puts all the work on them).

• Know When to Exit: A professor's time is limited. Keep the initial conversation to a few minutes. If the conversation is going well, you can ask if they have time to chat longer later, but be prepared for them to say no. A great way to end the conversation is to ask for their contact information or if you can follow up via email.

  "This has been really insightful. Would it be alright if I sent you a follow-up email with a question I have about my own research?"

After the Conference

Following up reinforces the connection you made.

• Send a Thank-You Email: Within a day or two, send a brief email. Remind them who you are and where you met. Thank them for their time and mention a specific point from your conversation. If you promised to send something (like a draft of your paper), attach it.

• Connect on Professional Networks: Consider a polite connection request on LinkedIn or ResearchGate.

By being prepared and respectful, you can turn a potentially nerve-wracking encounter into a valuable professional connection.