A Scientist’s Guide to Surviving a Conference

ibidi Blog | September 25, 2025 | Abhishek Derle, ibidi GmbH

Conferences are equal parts excitement and exhaustion: hundreds of talks, endless poster rows, and nonstop networking opportunities. For a few days, the routine of lab life is replaced with science, people, new ideas, and the constant hunt for decent coffee. In this blog, we’ll uncover how to move from simply attending a conference to truly experiencing one.

Preparation

A successful conference begins before you even walk into the convention center. Instead of frantically flipping through the thick program on the first morning, take a little time in advance to mark the sessions, talks, or posters you really do not want to miss. Having a plan saves you from information overload while making sure you can enjoy the conference without feeling rushed.

Reaching out early is also underrated. If there is someone you would love to connect with, whether a potential collaborator or a speaker, a simple message ahead of time, such as “Looking forward to your talk,” can make it much easier to introduce yourself later. Even scanning the attendee list or using the conference app in advance can help you spot people you would like to meet. Yes, it feels a bit like academic matchmaking, but it works.

And don’t forget the essentials. Comfortable shoes, snacks, a light sweater for overly air-conditioned lecture halls, and a reusable water bottle are the true conference survival kit essentials.

The Art of Networking

The best connections often come from small, simple conversations. Start with the person next to you in line for coffee or sitting beside you before a session begins. Science is the easiest icebreaker: “What did you think of that last talk?” opens more doors than you’d think.

Poster sessions are networking goldmines. Walk up, show genuine interest, and ask a question. Scientists spend weeks on those posters, so chances are they’re more than ready (and even a little excited) to talk about their data if you give them the chance. That casual chat could turn into a collaboration, a paper, or at least a new conference buddy.

To make the most of these interactions, have a quick, clear way to explain your own research. Think of it as a science snapshot you can deliver in under a minute. Frame it as a story by focusing on the problem you are trying to solve and why it matters. Once people connect with the “why,” the details are easier to follow. Adapt your pitch depending on the audience. A fellow specialist may enjoy the technical details, while someone outside your field will appreciate the bigger picture.

Networking works best when it feels genuine, not forced. Ask real questions, listen actively, and be curious about other people’s work. Sometimes the most valuable conversations happen when you stop at a poster outside your own field or when you ask a question in a talk even if it feels awkward. It is not about collecting business cards. It is about showing up as a real person.

Presenting Without Panic

For many scientists, presenting is the most nerve-wracking part of a conference, but it is also the best opportunity to leave a lasting impression. Whether you are standing at the podium or by your poster, this is your moment to make your work memorable.

If you are giving a talk, don’t just read your slides silently. Practice out loud, time yourself, and rehearse in front of anyone who will listen, even your pet (bonus points if they don’t fall asleep before the conclusion). Recording yourself once or twice can also help you spot habits you might not notice otherwise, like rushing through explanations or overexplaining slides. Structure matters as much as content. Give a clear roadmap at the start and use small signposts, like a progress bar or outline highlight, to keep the audience engaged. When it comes to slides, less is more. After a dozen talks in a row, audiences will not remember a dense block of text, but they will remember a single clear figure or a compelling story. Good presentationsare not just about what you say, but how you say it. Enthusiasm is contagious.

Posters demand a slightly different strategy. You will meet a mix of people: the ones who want the thirty-second overview and the ones who want the full fifteen-minute deep dive. Have both versions ready. Make your poster visual enough that it tells a story even when you are not standing next to it. A friendly opener such as “Would you like the quick version or the full tour?” helps break the ice and makes visitors comfortable. Think about how people move through the poster hall: attention spans are short, and the first glance often decides whether someone stops. Clear titles, bold figures, and minimal text go a long way. Your poster should function almost like a visual abstract, giving enough information to spark curiosity without overwhelming. It also pays to make your space inviting. Stand to the side rather than directly in front of the poster, keep open body language, and be approachable. If someone lingers, ask them what field they’re in or what drew them to your poster. This question not only engages them but also helps you tailor your explanation.

Both formats are more than information delivery. They’re performances. The best speakers and poster presenters bring energy and personality into the discussions. Share why the research excites you, not just what you found. Use gestures, humor, or anecdotes if they come naturally to you. When people leave remembering how passionate you were, they are more likely to remember your science too.

The Social Side

Yes, conferences are about science, but they are also about people. The evening mixers, conference dinners, and random outings are often where the most memorable conversations happen. Take advantage of these moments, and you will meet people in a more relaxed setting. Connections formed here usually feel more natural than those made under fluorescent lighting in a poster hall.

Also, do not forget to enjoy the city you are in. A quick stop at a café, a stroll through a local market, or a visit to a museum can give you a welcome break. And when someone invites you to a group dinner or karaoke night, say yes if you can. These are the stories you will laugh about years later.

Wrapping It Up

Conferences are more than a schedule of talks and posters. They are opportunities to connect, to present your science, and to see your field from a new perspective. They can be exhausting, but they are also energizing and inspiring. Where else can you find hundreds of people just as excited about your corner of science as you are?