It must be spring. Not because of increasing temperatures, blooming flowers, and trees that turn green. No, it must be spring because LinkedIn is warming up too. It blooms with posts by colleagues who announce their workshops, panel discussions, or paper presentations at upcoming conferences. The hibernation of academics ruminating in dark rooms and contemplating ideas, concepts, and publishing tactics is coming to a close. The smell of fresh ink, finalized drafts, and engaging presentation slides draw them out and triggers them to get ready for what is to come. It is time to prepare for the conference season!
For a lot of us, this season may mean to follow established routines and habits in planning their summer. The more experienced among us know what to expect. They know how to approach the season of buzzing academics flying around, leaving their hives and getting “out there”. They meet, re-connect, exchange ideas and information – like bees that tell each other where to find the sweetest flowers. And to the naïve eye it appears as though these experienced colleagues shake hands or even hug, they talk, exchange pleasantries and constantly hold a coffee or another drink in their hands. Yet, the longer you watch them, the more you grow aware and see the patterns. To the learning observer with an adjusting eye, it becomes apparent that these masters of their craft – like bees – perform a rehearsed choreography, they move without thinking and adhere to some unspoken rules.
So, the juniors and first-timers among us may wonder: What is it they do? How do they do that? And how do you join such a dance, this ball that they call “conference”?
Like with any performance, it takes some preparation to know the steps and moves that make up the collective rhythm to which the experienced ones submit without question, without thinking. When it comes to buzzing and humming, the IFERA blog team has some humble advice to share for you not to bumble.
From ‘being’ there to ‘beeing’ with us
First, let’s get the basics out of the way. Sure, you sign up, pay the fees, find accommodation, plan your trip, and hope that some money is left to also live a little. Those are the necessary conditions to go to a conference. Sure, you prepare your slides, you draft your outline for the workshop, you come up with the questions for the panel session, and hope that nobody notices how nervous you might be. Those are the sufficient conditions to go to a conference. For extra points, you skim the program and look for the things that you are interested in and want to learn about. You find a presentation on your topic, a round table on a method you want to understand, a social event that offers drinks for free. Check the boxes, you have got yourself the costume to appear as part of the group. The hive will accept you.
Yet, how do you change from bystander into one of their own? Afterall, a conference is a social occasion, and it requires some form of interaction if you want to take more from it than free snacks and comments on your polished slides. To learn and get known you need to join the dance. Like ever so often, things take practice and experience.
Still, we have a few low-hanging blossoms for you to explore before joining the big dance. For the courageous and spontaneous among us, a place to “accidently” run into any participant of a conference is very likely the spot that serves drinks and food. Stay close and you politely approach them. And if you are one of the rather shy ones who would never and under no circumstances approach anyone directly and in person, you can lighten the load of this particular first step.
Learn who else is going
Latest when the conference program is published, you can scroll through the attendees. Likely some of your idols have already announced that they will go, take part in some form, and sure will show up at the conference.
It may be smart to have a look at the other one’s publications once more. Do they still work on the same topics?
Understand what you want to take from these get-togethers
Do you just want to chat? Do you want to learn or understand something and an expert that can help with that will be there? Do you want to find a co-author? Do you want to develop a paper but this little something is missing, and you know the perfect sparring partner will sit in the same rooms?
Whichever reason for wanting to speak to a colleague you haven’t had the chance to talk to, you should know what you are looking for in a potential encounter.
Get in touch & set up a coffee date
Usually, it is fairly easy to find the e-mail address of people who attend a conference. Since it is an opportunity to see and be seen, contact details are available. But Google Scholar might help too.
Once, you have found a way to contact the person, you draft a short and simple message. Keep it short and simple. To lower chances of rejection and incentivize acceptance, bribery in the form of an invitation for coffee paid by you is a legitimate approach (unless you contact editors or potential reviewers of your work, confer with your moral compass).
Not sure how to put it? We have a draft ready for you at the end of this post.
Execute
You got a positive response? Great! Fix the details and confirm. Have your goal and key questions in mind when you meet them. Be aware of what these people work on. This is less a matter of fandom, stalking, or false flattery. Rather, everyone appreciates if they do not have to introduce themselves too much if they have asked to be spoken to.
You got no positive response because they say no or never responded? It stings but it will pass. Do not despair. You will have a busy schedule talking to others and there might be another occasion, another place, another time. It is advised to leave those alone who definitively said no.
Enjoy
Prepare to be caffeine-satiated this summer that doesn’t only let the people buzz, your heart will take a few extra turns too. Why not turn this conference from a series of presentations into a fest of conceptual cross-pollination and an occasion for making new friends, experiences, and learning something new? Once you got the hang of it, it will be a fun flight around the hive where we work, meet, and dance during the IFERA Conference 2025!
So, while you’re packing your curiosity and your coffee cravings, keep your eyes peeled—because the buzz is building, and not just metaphorically.
Have you noticed? The program for the conference is out. So, get ready, take a leap, and start reaching out to draw in. And have you also noticed that the theme for the gala dinner is floral? Hmmm, we can already hear them buzzing and humming, these busy bees of our community.
Below the e-mail that I sent to colleagues asking them for a conference coffee date:
Dear [Recipient’s Name],
I hope you’re doing well!
My name is [Your Name], and I’ll also be attending [Conference Name] next week. I’ve been reading your work on [Theory XYZ], and it really sparked my interest. Since I’m working on related ideas, I would love to meet up and hear more about your perspective.
If you have a little time during the conference, I’d be very happy to buy you a coffee and exchange some thoughts. Of course, I’m flexible and can adapt to your schedule.
Thanks so much for considering it—I’d really appreciate the opportunity to connect!
Best regards,
[Your Name]
[Your Position/Institution]
