Attending professional conferences can be a game-changer for event professionals, wedding planners, and creative entrepreneurs. Beyond the education you gain from speakers, effective networking can open doors to new collaborations, clients, and opportunities. Here’s my expert version of an event planners’ guide to strategic networking at a conference.
Before You Depart for the Conference
Set Your Conference Goals
Ask yourself, “What do I want to gain from this conference—both personally and professionally?” If your primary goal is education, review the agenda and plan your schedule in advance. But remember: hallway conversations can be just as valuable as sessions. Some of the most powerful insights come from chatting with fellow event pros and creative business owners during refreshment breaks or evening receptions.
Do a Little Prep Work
Successful networking starts before you arrive. Research other conference registrants by visiting their websites and social media profiles. This will help you identify potential connections and understand their areas of expertise. If you’re nervous about small talk, prepare a few icebreaker questions in advance. These are great ways to start authentic conversations with other wedding planners or creative entrepreneurs.
Pre-introduce Yourself
Identify the attendees or speakers you’d like to connect with and reach out via email or social media before the event. If possible, ask a mutual friend or colleague for an introduction. When connecting, share who you are, why you’d like to meet, and suggest a quick 5–10 minute coffee or cocktail chat during the conference. This shows initiative and helps you stand out.
Pack Your Suitcase Wisely
Pack clothing that fits each event on the agenda, plus these essentials:
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Plenty of business cards
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Phone charger and backup battery
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Comfortable shoes (you’ll be walking and standing a lot!)
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Breath mints
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A pashmina or light sweater (conference rooms can be chilly)
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Travel-sized umbrella and toiletries
Pro tip: Keep your driver’s license/passport, flight itinerary, business cards, medications, and health insurance card in your carry-on for easy access.
While You Are at the Conference
Don’t Fear the “Circle”
Walking into a room where everyone is already chatting can be intimidating. Look for an opening in the circle, step in with confidence, and listen for the right moment to join the conversation. Most attendees will welcome your presence.
Sit with People You Don’t Know
It’s tempting to stick with friends or coworkers, but growth happens when you step out of your comfort zone. Sit at a table with new faces, or introduce yourself to someone standing alone. Many lasting business relationships start this way.
Be Memorable
Wear something that sparks conversation, like a bold accessory, fun shoes, or unique eyeglasses. But remember: your positive energy and genuine interest in others will leave the biggest impression.
It’s Okay to Be a Little “Star-Struck”
If you admire another event pro or wedding planner, don’t be afraid to introduce yourself! Have a follow-up comment or question ready, such as: “I loved the wedding you designed at the winery last fall.” This makes your approach feel personal and authentic.
Ask Questions and Take Notes
Show genuine interest by asking other attendees about their businesses, challenges, and successes. People appreciate being heard.
Also, take detailed notes during sessions and conversations. You’ll be exposed to many ideas and contacts, and capturing these insights will help you build on them later.
Share Your Contact Information Thoughtfully
Avoid simply handing out business cards or sharing your social media handle with everyone you meet. Focus on meaningful interactions first. Contact information sharing is far more likely to be remembered after a genuine conversation.
When You Return Home
Follow Up
Networking doesn’t end when you board your return flight. Within a week, review your notes and business cards and reconnect with the people you met. Send a thoughtful follow-up email thanking them for their time and referencing your conversation.
Turning on-site connections into lasting professional relationships is what makes a conference truly worth your investment.
Build Relationships That Elevate Your Business
As an event professional or wedding planner, the relationships you build at conferences can lead to referrals, collaborations, and long-term partnerships. Approach networking with intentionality and authenticity, and your efforts will pay off long after the event ends.
Ready to Elevate Your Business?
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Love and Soul Always, Kawania
Photo: Joshua Dwain Photography
Kawania Howerton Wooten
With 30+ years of experience shaping conferences and high-end events for Washington DC’s elite, Kawania Wooten seamlessly blends her expertise in event management with her early culinary industry experience. As a recognized wedding industry expert, Kawania brought her knowledge to the classroom for eight years, where she taught courses at Prince George’s Community College. Her award-winning contributions to the event industry and her company’s celebrated client care have solidified her reputation as a driving force within the industry.
