Conference Etiquette: a few questions for those who have attended and/or ran conferences

[theWUbear]

I had my application accepted to be part of a subspecialty's national conference's student committee that helps run the conference. I have never attended a conference before, so I have a couple basic questions, but I'll start with the one that I most would like answered:

The conference hosts stated they would release a list of the 15 students who are in the student committee to us so that we may "coordinate housing" for the week of the conference. They have now done that, about a week ago. Nobody has emailed anyone. I am definitely interested in splitting a hotel room with the other people I'm doing this program with - but I want to make sure that's how this works and is within etiquette. Should I shoot everybody a group email saying "looking forward to meeting everybody, if anyone would like to split a hotel room let me know?".

Regarding the conference: I would appreciate anyone's general advice as to how to best take advantage of being at one of these conferences. Though I will be busy throughout most of it with responsibilities, I will sometimes have downtime.

Lastly - dress code: should I be wearing a tie daily?

Thanks in advance for any advice

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[michaelrack]

I had my application accepted to be part of a subspecialty's national conference's student committee that helps run the conference.

Lastly - dress code: should I be wearing a tie daily?

yes

 

[SouthernSurgeon]

Regarding the dress code, this actually varies a lot by specialty. At every general surgery meeting I've been to, the vast majority are in suits. Dressing down is a blazer and khakis.

Regarding the room thing - first find out from your administrative contact exactly what aspects of your travel will be covered (or how much the max reimbursement it). If it's enough to fund your trip fully I wouldn't worry about the bunking up thing. If not, be the first to send out an email - everyone else is probably waiting for someone to do it.

Regarding taking advantage of the meeting...for the most part what you need is a faculty mentor to take you around and help introduce you to people.

 

[theWUbear]

Thank you both for the responses! Unfortunately the administrators are not giving stipends for board - just waiving conference attendance fees. I'll go ahead and send that email. They did mention they are setting us up with individually with faculty mentors, and my med school's department head will be in attendance, so I will try to take advantage of those things.

 

[JJMrK]

As a student you are usually safe if you wear a shirt and tie. If you're presenting something you should wear a suit, IMO.

Exceptions are conferences that have a heavy basic science presence. Many of the attendees will wear less formal attire for these.

 

[Bacchus]

Too bad its not the FMEC or AAFP conference. I'm pretty sure its out of the norm to not be wearing birkenstocks, sporting a beard and wearing a Hawaiian shirt .

 

[Winged Scapula]

Exceptions are conferences that have a heavy basic science presence. Many of the attendees will wear less formal attire for these.

Exception: Society of Surgical Oncology . Heavy on the basic science and dark suits.

 

[BigRedBeta]

Regarding the conference: I would appreciate anyone's general advice as to how to best take advantage of being at one of these conferences. Though I will be busy throughout most of it with responsibilities, I will sometimes have downtime.

Lastly - dress code: should I be wearing a tie daily?

Yes, you'll be busy, but spend time going to lectures and workshops that sound interesting. Also most conferences have a bunch of exhibitors (ie pharma companies) that give away free stuff, so make sure you put time in to see what people are hawking - I won an iPad at a national conference a couple years ago. Also, if you can, enjoy the fact that you're likely in one of America's great cities - be a tourist too. Whether it's walking through the French Quarter with a hurricane in your hand in New Orleans, or eating a lobster roll outside Fenway in Boston, make sure to take some time to explore.

As for dress code. try to find someone who's been before. Dress codes can vary widely. It's never wrong to be overdressed, but it's not fun to be in a suit when everyone else is in khakis and polos.

 

[Bacchus]

The conferences I have been at also have residency fairs. If yours does, take advantage of this to network. Short and tie event, of course.

 

[SouthernSurgeon]

Exception: Society of Surgical Oncology . Heavy on the basic science and dark suits.

As per my comment above...Surgeons. Surgery conference dress code trumps basic science dress code.

Were you at SSO this year? I was, although I admittedly didn't go to many of the breast stuff...

 

[Winged Scapula]

As per my comment above...Surgeons. Surgery conference dress code trumps basic science dress code.

Were you at SSO this year? I was, although I admittedly didn't go to many of the breast stuff...

Yep I was there, in my black dress and red shoes/bag. 😛

Surgical conferences tend to be longer 0630-1830) and more formal in dress than other specialties. I recall one SDNer who said of ASBS, "I brought what I thought was nice conference clothes and spent the week feeling underdressed and looking at all the shoes and jewelry."
You should've gotten in touch.