WEBVTT 00:00:00.000 --> 00:00:00.300 align:middle line:90% 00:00:00.300 --> 00:00:07.173 align:middle line:84% [Morse code beeps] [Whoosh] 00:00:07.173 --> 00:00:11.277 align:middle line:90% [Helicopter rotor] 00:00:12.879 --> 00:00:13.880 align:middle line:90% Hello. 00:00:13.880 --> 00:00:16.883 align:middle line:84% Welcome to the Success at Conferences Workshop. 00:00:17.183 --> 00:00:19.853 align:middle line:84% My name is Evan Kramer and I'm an AeroAstro 00:00:19.853 --> 00:00:22.922 align:middle line:84% Communication Lab Fellow, and I'll be your instructor today. 00:00:23.890 --> 00:00:27.694 align:middle line:84% To kick things off, we'll get started with an introductory activity. 00:00:28.795 --> 00:00:30.964 align:middle line:84% If you have been to a conference before, please 00:00:30.964 --> 00:00:34.167 align:middle line:84% reflect on what worked well and what didn't. 00:00:34.968 --> 00:00:37.737 align:middle line:84% Is there anything you wish you knew ahead of time 00:00:37.737 --> 00:00:40.740 align:middle line:90% before going to the conference? 00:00:40.807 --> 00:00:44.844 align:middle line:84% If you've not been to a conference before, what challenges do you anticipate? 00:00:45.578 --> 00:00:49.749 align:middle line:84% Please take five minutes for this activity and feel free to write down 00:00:49.749 --> 00:00:52.752 align:middle line:90% your thoughts to reference as we go on 00:00:52.752 --> 00:00:55.755 align:middle line:90% throughout the workshop. 00:00:59.926 --> 00:01:02.929 align:middle line:90% [Alien spaceship beeps] 00:01:04.263 --> 00:01:06.900 align:middle line:90% Our lesson goals are as follows. 00:01:06.900 --> 00:01:10.670 align:middle line:84% At the end of this workshop, you will be able to know how conferences 00:01:10.670 --> 00:01:14.274 align:middle line:84% fit into your academic journey and what to expect from them. 00:01:15.108 --> 00:01:19.913 align:middle line:84% You will be able to systematically establish actionable conference goals 00:01:20.180 --> 00:01:24.651 align:middle line:84% and next steps to tailor your experience in order to achieve them. 00:01:25.551 --> 00:01:28.822 align:middle line:84% And you'll be able to create a milestone timeline 00:01:29.289 --> 00:01:34.527 align:middle line:84% using a list of common conference logistics to help prioritize your efforts. 00:01:36.429 --> 00:01:39.399 align:middle line:90% Let's first define what a conference is. 00:01:39.399 --> 00:01:42.602 align:middle line:84% Conferences involve gathering to exchange ideas 00:01:42.902 --> 00:01:45.738 align:middle line:90% about a predefined set of topics. 00:01:45.738 --> 00:01:49.209 align:middle line:84% This involves sharing your own ideas and engaging 00:01:49.209 --> 00:01:52.212 align:middle line:90% with others’ similar and competing ideas. 00:01:53.313 --> 00:01:57.015 align:middle line:84% Conference attendees include members of academia, 00:01:57.417 --> 00:02:00.720 align:middle line:84% industry, government, and the general public. 00:02:01.321 --> 00:02:04.824 align:middle line:84% All of whom are working towards similar end goals. 00:02:06.392 --> 00:02:09.128 align:middle line:90% Conferences can take place in locations 00:02:09.128 --> 00:02:12.132 align:middle line:90% that require a day or more of travel, 00:02:12.499 --> 00:02:15.502 align:middle line:84% or in your backyard, at your home institution. 00:02:16.636 --> 00:02:19.272 align:middle line:90% In terms of your academic journey, 00:02:19.272 --> 00:02:23.610 align:middle line:84% conferences are a solid stepping stone towards sharing your work 00:02:23.610 --> 00:02:27.147 align:middle line:84% in more formal formats, such as a journal article. 00:02:28.815 --> 00:02:30.683 align:middle line:90% With definitions established, 00:02:30.683 --> 00:02:33.920 align:middle line:84% what does finding success at a conference really look like? 00:02:34.621 --> 00:02:37.957 align:middle line:84% Well, success at a conference looks different for different people. 00:02:38.958 --> 00:02:41.261 align:middle line:90% It is common to have multiple questions 00:02:41.261 --> 00:02:44.564 align:middle line:84% milling around in your head leading up to a conference. 00:02:45.465 --> 00:02:49.235 align:middle line:84% You could define success as achieving favorable answers 00:02:49.235 --> 00:02:53.406 align:middle line:84% to these questions, including; Will anyone come to my talk? 00:02:54.507 --> 00:02:55.975 align:middle line:90% Will I make meaningful 00:02:55.975 --> 00:02:58.978 align:middle line:90% connections with future collaborators? 00:02:59.746 --> 00:03:02.282 align:middle line:90% Will I attend sessions that inspire 00:03:02.282 --> 00:03:05.285 align:middle line:90% future research directions? 00:03:05.318 --> 00:03:09.756 align:middle line:84% While different people might be looking for different things at a conference, one 00:03:10.023 --> 00:03:14.127 align:middle line:84% generalizable statement is true about finding success; 00:03:15.128 --> 00:03:17.197 align:middle line:90% you get out what you put in. 00:03:17.197 --> 00:03:20.333 align:middle line:84% Finding success at conferences requires effort. 00:03:22.402 --> 00:03:24.637 align:middle line:90% You might be asking, “So 00:03:24.637 --> 00:03:27.440 align:middle line:90% if conference success requires effort, 00:03:27.440 --> 00:03:30.443 align:middle line:90% what kinds of effort are worthwhile?” 00:03:30.710 --> 00:03:35.348 align:middle line:84% From a high level, we can break down worthwhile efforts into two categories, 00:03:35.748 --> 00:03:38.817 align:middle line:90% creating a goals list, and creating 00:03:38.817 --> 00:03:41.821 align:middle line:90% a chronological checklist and timeline. 00:03:42.454 --> 00:03:45.091 align:middle line:84% Both of these efforts must be put in before 00:03:45.091 --> 00:03:48.461 align:middle line:90% the conference begins to maximize success. 00:03:49.128 --> 00:03:52.465 align:middle line:84% Perhaps most important is the creation of a goals list. 00:03:54.133 --> 00:03:57.937 align:middle line:84% This requires reflection on what your underlying motivations 00:03:57.937 --> 00:04:01.040 align:middle line:84% are for attending the conference in the first place. 00:04:02.008 --> 00:04:02.909 align:middle line:90% Some examples 00:04:02.909 --> 00:04:08.481 align:middle line:84% might be to gain experience creating and delivering a technical presentation 00:04:08.481 --> 00:04:13.219 align:middle line:84% to experts, receiving feedback that identifies strengths 00:04:13.219 --> 00:04:17.490 align:middle line:84% and areas of improvement for your work, and understanding 00:04:17.490 --> 00:04:20.493 align:middle line:84% what the current state of the art is of a field. 00:04:22.028 --> 00:04:24.731 align:middle line:90% The second category of worthwhile efforts 00:04:24.731 --> 00:04:27.734 align:middle line:90% has a more logistical focus to it. 00:04:28.701 --> 00:04:32.372 align:middle line:84% Creating a conference checklist and conference timeline 00:04:32.605 --> 00:04:36.242 align:middle line:84% helps chronologically order major milestones and deadlines 00:04:36.242 --> 00:04:39.712 align:middle line:84% so that you are prepared and not feeling overwhelmed 00:04:39.712 --> 00:04:42.815 align:middle line:90% before, during, or after your conference. 00:04:43.683 --> 00:04:46.052 align:middle line:90% In fact, creating a checklist 00:04:46.052 --> 00:04:49.522 align:middle line:84% and a high level timeline is the first thing you should do 00:04:49.956 --> 00:04:52.925 align:middle line:84% once you decide you'd like to attend a conference. 00:04:53.593 --> 00:04:56.195 align:middle line:84% We'll go into more detail on these worthwhile efforts 00:04:56.195 --> 00:04:58.298 align:middle line:90% on the following slides. 00:04:58.298 --> 00:05:01.301 align:middle line:90% Let's focus on setting conference goals. 00:05:01.634 --> 00:05:04.871 align:middle line:84% In this activity, we ask you to define a list 00:05:04.871 --> 00:05:08.841 align:middle line:84% of conference goals that will help you approach the conference methodically. 00:05:09.909 --> 00:05:12.679 align:middle line:84% The intended outcome is that this will hopefully 00:05:12.679 --> 00:05:15.682 align:middle line:90% make you feel more prepared and confident. 00:05:16.482 --> 00:05:20.720 align:middle line:84% Please take five minutes to respond to the prompts in the Defining Conference 00:05:20.720 --> 00:05:23.723 align:middle line:90% Goals worksheet. 00:05:25.725 --> 00:05:29.796 align:middle line:90% [Alien spaceship beeps] 00:05:32.765 --> 00:05:33.700 align:middle line:90% Awesome! 00:05:33.700 --> 00:05:37.003 align:middle line:84% Now you have some practice drafting your conference goals. 00:05:38.004 --> 00:05:42.175 align:middle line:84% Ideally, drafting your goals should happen weeks to months before the conference. 00:05:43.042 --> 00:05:45.411 align:middle line:84% Simultaneously, it is important that you handle 00:05:45.411 --> 00:05:48.448 align:middle line:90% some logistics in this time frame as well. 00:05:49.549 --> 00:05:52.251 align:middle line:84% Most importantly, you'll want to figure out who is covering 00:05:52.251 --> 00:05:55.054 align:middle line:90% your conference travel expenses. 00:05:55.054 --> 00:05:57.090 align:middle line:90% This will likely be your primary advisor, 00:05:57.090 --> 00:06:00.126 align:middle line:90% so make sure to bring up your interest 00:06:00.126 --> 00:06:03.129 align:middle line:84% in attending a conference early to get this on their radar. 00:06:04.197 --> 00:06:07.200 align:middle line:90% Once you have funding sources sorted out, 00:06:07.400 --> 00:06:11.904 align:middle line:84% you'll want to register and book excursions as early as possible. 00:06:12.772 --> 00:06:17.243 align:middle line:84% Most conference registration fees are cheaper the earlier you submit them. 00:06:18.211 --> 00:06:19.011 align:middle line:90% You also want to. 00:06:19.011 --> 00:06:21.714 align:middle line:84% Consider where to stay during the conference. 00:06:21.714 --> 00:06:24.417 align:middle line:84% Check for accommodations recommended by the conference, 00:06:24.417 --> 00:06:27.420 align:middle line:90% as they typically offer discounts. 00:06:27.987 --> 00:06:31.224 align:middle line:84% While the previous slide covered some high level logistics 00:06:31.224 --> 00:06:35.628 align:middle line:84% considerations, here we present some specific questions to consider. 00:06:36.195 --> 00:06:40.099 align:middle line:84% In terms of getting to the conference, you'll want to check if you know 00:06:40.099 --> 00:06:43.970 align:middle line:84% anyone else in your lab or department who is also going, to coordinate. 00:06:45.071 --> 00:06:47.173 align:middle line:90% If you're traveling internationally, check 00:06:47.173 --> 00:06:50.176 align:middle line:90% if you require a visa to travel. 00:06:50.476 --> 00:06:52.712 align:middle line:90% Consider how close you want to stay to 00:06:52.712 --> 00:06:55.982 align:middle line:84% the conference venue and how you will get to the conference venue. 00:06:56.649 --> 00:07:00.753 align:middle line:84% Will you rent a car or get reimbursed for taxis or Ubers? 00:07:01.954 --> 00:07:03.923 align:middle line:84% Once you're at the conference, what are your go 00:07:03.923 --> 00:07:06.426 align:middle line:90% to ways of connecting with people? 00:07:06.426 --> 00:07:07.994 align:middle line:90% Will you have business cards? 00:07:07.994 --> 00:07:10.997 align:middle line:90% Will you scan LinkedIn QR codes? 00:07:10.997 --> 00:07:13.499 align:middle line:84% Making sure you cover all these bases will reduce 00:07:13.499 --> 00:07:16.969 align:middle line:84% your stress leading up to and at the conference. 00:07:18.304 --> 00:07:21.007 align:middle line:90% As we approach the 1 to 2 week 00:07:21.007 --> 00:07:24.777 align:middle line:84% pre-conference mark, you'll want to consider a few logistics. 00:07:25.511 --> 00:07:28.514 align:middle line:84% First, you'll want to create a more granular schedule. 00:07:29.348 --> 00:07:32.552 align:middle line:84% Download the conference mobile app and identify keynote 00:07:32.552 --> 00:07:35.555 align:middle line:90% speakers and session topics of interest. 00:07:36.322 --> 00:07:39.225 align:middle line:84% Identify individuals you would like to speak with 00:07:39.225 --> 00:07:43.629 align:middle line:84% and attempt to arrange meetings via email or LinkedIn, 00:07:44.096 --> 00:07:46.799 align:middle line:90% keeping in mind that most leading scholars 00:07:46.799 --> 00:07:50.002 align:middle line:84% typically attend conferences to share their own work. 00:07:51.270 --> 00:07:53.606 align:middle line:90% With the conference mobile app handy, 00:07:53.606 --> 00:07:57.043 align:middle line:84% and a list of potential meetings you might have during the conference, 00:07:57.610 --> 00:08:00.012 align:middle line:84% you can create your own granular conference schedule 00:08:00.012 --> 00:08:02.982 align:middle line:84% that accounts for, not only professional events, 00:08:03.049 --> 00:08:07.119 align:middle line:84% but also meals, exploring exhibit halls, and free time. 00:08:08.921 --> 00:08:12.391 align:middle line:84% Lastly, prepare for your presentation if you'll be giving one. 00:08:13.326 --> 00:08:16.863 align:middle line:84% Prepare and practice your presentation in the assigned format. 00:08:17.396 --> 00:08:20.032 align:middle line:84% Be sure to pay close attention to all formatting 00:08:20.032 --> 00:08:23.703 align:middle line:84% requirements for oral and poster presentations. 00:08:24.770 --> 00:08:27.340 align:middle line:84% In addition to preparing for your presentation, 00:08:27.340 --> 00:08:30.943 align:middle line:84% you'll want to also practice a concise elevator pitch 00:08:31.410 --> 00:08:33.946 align:middle line:90% of your work and interests. 00:08:33.946 --> 00:08:36.948 align:middle line:84% This will be really useful when meeting new connections. 00:08:38.351 --> 00:08:40.686 align:middle line:90% Okay, we've covered goal setting 00:08:40.686 --> 00:08:43.655 align:middle line:84% and logistics considerations for conferences. 00:08:43.722 --> 00:08:47.360 align:middle line:84% Let's take this time to do an activity on creating action items. 00:08:48.261 --> 00:08:52.164 align:middle line:84% Action items set concrete objectives for achieving goals. 00:08:53.099 --> 00:08:53.866 align:middle line:90% Please take five. 00:08:53.866 --> 00:08:55.635 align:middle line:90% Minutes to complete the action items. 00:08:55.635 --> 00:08:58.638 align:middle line:90% worksheet. 00:09:02.408 --> 00:09:05.411 align:middle line:90% [Alien spaceship beeps] 00:09:06.445 --> 00:09:07.847 align:middle line:90% Now you're there. 00:09:07.847 --> 00:09:09.982 align:middle line:90% So how should we approach it? 00:09:09.982 --> 00:09:13.185 align:middle line:84% Well, first and foremost, take advantage of your efforts. 00:09:14.086 --> 00:09:17.623 align:middle line:84% Attend conference keynote presentations and technical sessions 00:09:17.823 --> 00:09:20.826 align:middle line:90% based on your curated schedule. 00:09:20.960 --> 00:09:23.229 align:middle line:90% While following your curated schedule, 00:09:23.229 --> 00:09:26.198 align:middle line:90% be sure to be an active conference goer. 00:09:26.299 --> 00:09:28.267 align:middle line:90% What this means is to be diligent 00:09:28.267 --> 00:09:31.938 align:middle line:84% about taking notes and asking questions during Q&As. 00:09:33.172 --> 00:09:34.774 align:middle line:90% Stick around after sessions 00:09:34.774 --> 00:09:37.777 align:middle line:90% to talk to presenters of interest. 00:09:38.678 --> 00:09:41.681 align:middle line:90% And lastly, make sure to be flexible. 00:09:41.681 --> 00:09:43.482 align:middle line:90% Conferences are dynamic. 00:09:43.482 --> 00:09:47.587 align:middle line:84% And while you may have curated an extremely detailed schedule 00:09:47.753 --> 00:09:51.757 align:middle line:84% ahead of time, it's okay for your schedule to be dynamic too. 00:09:52.658 --> 00:09:56.228 align:middle line:84% Welcome unforeseen invitations to networking sessions 00:09:56.228 --> 00:09:59.565 align:middle line:84% and impromptu lunch invitations from people you meet. 00:10:01.267 --> 00:10:03.235 align:middle line:90% While the conference might end, 00:10:03.235 --> 00:10:06.238 align:middle line:90% your work shouldn't immediately stop too. 00:10:06.706 --> 00:10:10.076 align:middle line:84% There are few remaining important activities for you to do to ensure 00:10:10.076 --> 00:10:13.245 align:middle line:84% that you get the most out of your conference experience. 00:10:14.347 --> 00:10:17.416 align:middle line:84% First, take some time to summarize your experience. 00:10:18.217 --> 00:10:21.220 align:middle line:84% Write down or create slides about what you learned, 00:10:21.621 --> 00:10:24.824 align:middle line:84% who you spoke with, and what actions you'd like to take next. 00:10:25.658 --> 00:10:29.562 align:middle line:84% Also, be sure to download conference proceedings you'd like to reference, 00:10:29.562 --> 00:10:34.066 align:middle line:84% since these often go behind paywalls shortly after the conference concludes. 00:10:35.835 --> 00:10:37.837 align:middle line:90% Next, you'll want to follow up with people 00:10:37.837 --> 00:10:41.040 align:middle line:84% you've met by sending emails or LinkedIn messages. 00:10:41.907 --> 00:10:45.244 align:middle line:84% Schedule future meetings with collaborators you'd like to pursue. 00:10:46.479 --> 00:10:49.448 align:middle line:90% Finally, reflect and plan for next time. 00:10:49.448 --> 00:10:51.283 align:middle line:90% Did you achieve your goals? 00:10:51.283 --> 00:10:54.286 align:middle line:84% What went well and what can be improved for next time? 00:10:55.655 --> 00:10:58.624 align:middle line:84% We've talked a lot about logistics and strategically 00:10:58.624 --> 00:11:01.627 align:middle line:84% organizing your efforts during this workshop. 00:11:01.694 --> 00:11:05.431 align:middle line:84% A tool to help You handle these efforts is a conference timeline. 00:11:06.399 --> 00:11:09.835 align:middle line:84% Conference timelines visually present major milestones 00:11:10.002 --> 00:11:13.172 align:middle line:90% before, during, and after the conference. 00:11:14.273 --> 00:11:17.977 align:middle line:84% They're useful resources for strategically directing your efforts 00:11:18.244 --> 00:11:21.113 align:middle line:90% throughout your conference experience. 00:11:21.113 --> 00:11:24.216 align:middle line:84% Note that a more granular week-of-conference timeline 00:11:24.216 --> 00:11:27.553 align:middle line:84% should be created using the aid of the conference app. 00:11:28.320 --> 00:11:32.758 align:middle line:84% Furthermore, important sources of information for creating your timeline 00:11:32.758 --> 00:11:37.697 align:middle line:84% are the conference social media pages, as they often post updates 00:11:37.697 --> 00:11:41.367 align:middle line:84% to the technical program and extracurricular activities 00:11:41.667 --> 00:11:44.670 align:middle line:84% as the organizing committee finalizes them. 00:11:44.804 --> 00:11:48.340 align:middle line:84% We invite you to check out the conference timeline activity 00:11:48.641 --> 00:11:51.644 align:middle line:84% to create your own draft conference timeline. 00:11:52.144 --> 00:11:56.682 align:middle line:84% In this activity, you're provided a reference list of milestones 00:11:56.682 --> 00:12:01.887 align:middle line:84% in a checklist format on one side and a blank timeline on the other side. 00:12:03.289 --> 00:12:05.424 align:middle line:90% As a first pass effort, 00:12:05.424 --> 00:12:09.428 align:middle line:84% create a milestone timeline by filling in the blank timeline 00:12:09.428 --> 00:12:14.133 align:middle line:84% with the items from the reference checklist and durations along the top bar. 00:12:15.134 --> 00:12:18.637 align:middle line:84% If you have a particular conference in mind, try 00:12:18.637 --> 00:12:22.208 align:middle line:84% to write absolute, rather than relative, dates 00:12:22.208 --> 00:12:25.211 align:middle line:90% in the top bar. 00:12:26.278 --> 00:12:30.750 align:middle line:90% [Alien spaceship beeps] 00:12:33.452 --> 00:12:34.120 align:middle line:90% That concludes 00:12:34.120 --> 00:12:37.123 align:middle line:84% this workshop on finding success at conferences. 00:12:37.523 --> 00:12:40.693 align:middle line:84% You should now be able to know how conferences 00:12:40.693 --> 00:12:44.263 align:middle line:84% fit into your academic journey and what to expect from them. 00:12:45.097 --> 00:12:48.267 align:middle line:84% Systematically establish actionable conference goals 00:12:48.267 --> 00:12:52.738 align:middle line:84% and next steps to tailor your experience in order to achieve them. 00:12:53.639 --> 00:12:57.176 align:middle line:84% And create a milestone timeline using a list of conference 00:12:57.176 --> 00:13:00.146 align:middle line:90% logistics to help prioritize your efforts. 00:13:01.046 --> 00:13:03.716 align:middle line:84% I hope you find the presented tools and resources 00:13:03.716 --> 00:13:06.719 align:middle line:90% useful in your upcoming conferences. 00:13:06.752 --> 00:13:09.355 align:middle line:84% This workshop was created and presented by Fellows 00:13:09.355 --> 00:13:12.358 align:middle line:90% of the MIT AeroAstro Communication Lab. 00:13:12.658 --> 00:13:15.928 align:middle line:84% You can find other workshops related to technical communication 00:13:16.228 --> 00:13:19.198 align:middle line:90% in the MIT OpenCourseWare repository. 00:13:19.198 --> 00:13:20.432 align:middle line:90% Thank you. 00:13:20.432 --> 00:13:23.035 align:middle line:90% [Morse code beeps]