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People often say, “Networking is easy,” or “You can make so many connections at a conference.”
But for many of us, it can feel a bit overwhelming at first. Figuring out who to approach, what to say, or when to join a conversation.
And that’s okay, we’ve all been there.
The good news is that once you learn how to network the right way, conferences start to feel less intimidating and more like opportunities for genuine connection.
In this guide, we’ll walk you through exactly how to do that. You’ll learn:
So take a deep breath, grab your coffee, and let’s get started. Here’s how to network confidently, effectively, and maybe even have a little fun along the way.
Whether you need event registration, badge printing, check-in tech, or mobile event app, our in-person event platform offers end-to-end services & tools to simplify the event management process.
Here’s how a layman’s brain circles days before attending a conference:
How to network at a conference?
There are going to be so many people…
What will I ask to start the conversation?
Won’t everyone know each other already?
It’s so intimidating!
Sounds relatable?
Well, networking at a conference doesn’t have to be hard. Anyone can make fruitful connections, given they approach it the right way.
Here’s your roadmap to be at the top of your game:
Conferences, trade fairs, exhibitions, and seminars all move fast. When things get busy, conference networking often ends up pushed aside. But knowing what you want out of a conference makes a big difference.
Decide which sessions you actually want to attend, who’s worth meeting, and what outcomes you’re hoping for. You can’t be everywhere at once, so focus your time where it’ll count the most.
A common question attendees struggle with is how they prepare for the conference.
Here’s your answer: Don’t wait until the day of the event to start building connections. Before you go, look up who’s attending and make a list of the people you want to talk to.
Once you’ve done that, spend some time learning about their projects, blog posts, social media updates, and company news. It helps you walk in prepared and shows that you really know how to network effectively.
Once you know who is going to be at the event, it is time to build some pre-event connections. If you’re wondering how to get the most out of a conference, here are some ideas:
This way, you make the opposite person aware of your value and interest in their work. This also makes the actual meetings less awkward and allows you to talk to the person for a longer period.
Whether it’s an in-person or virtual event, having a meeting schedule helps you plan your days better. Attending workshops, presentations, meetings, and panel discussions is part of how you network at a conference. So make sure you add everything to your calendar and don’t miss out on an important opportunity.
You won’t be able to meet everyone or attend every session, and that’s okay. One of the best conference networking tips is to avoid overloading your schedule and focus on what matters most. A little planning goes a long way in making your conference networking experience more productive.
Event mobile apps have great features that can help you navigate networking conferences with ease. Mobile apps are ideal for improving networking at your event, as they enable you to connect with other attendees on the go and easily share information. As an attendee, here are some great mobile app features you can use:
While you are at the event, it is a good idea to post something or send out a tweet now and then about the conference. An even better idea is to tag the people you meet or even the people you want to meet. You can leave compliments about people’s panels and the actual conference as well. Use event #hashtags as well, so you can have a higher success rate with this strategy.
More often these days, events integrate with social media walls that aggregate all the posts with their event hashtag. If your event features a social wall, check it out and comment on others’ posts to make connections.
You never know, someone might respond or say they want to meet you. Maybe it’s an old colleague or someone who has a business idea in mind.
We don’t want to socialize when it is in our favor only. So the question then is that how do you network with the right attitude?
Well, avoid spending time outside of the conference on your devices or just at the bar. You want to come off as approachable and interested in interacting.
This increases the chances of someone coming up to talk and discuss something of value with you. It’s not just about knowing how to network at a conference; it’s also about knowing when to network.
And if you’re attending a virtual conference, it’s important to remain active and participate in the proceedings of the event. It makes you look approachable and increases your chances of networking.
Networking doesn’t have to feel like speed dating with name tags. When it comes to tips for effective small business networking at events and conferences, think less about pitching and more about connecting.
Once you’ve broken the ice, keep the conversation alive by asking questions that invite real stories, not just surface-level answers.
Try things like:
These kinds of questions make people open up, and they often lead to more meaningful discussions. Even if you’re attending remotely, you can still join live chats and connect with people who share your interests. A genuine question can go a long way, sometimes even turning a quick chat into a lasting professional connection.
Some tips for effective small business networking at events and conferences are to be open to discussing your projects and the company you’re working with/for. If you don’t have much value to offer, the other approach is to ask meaningful questions. Avoid small talk, and ask questions like the following:
Even if you’re attending the conference remotely, you can always start a live chat and communicate with people who have similar interests and/or goals.
Most sessions, meet-ups, dinners, etc., have limited capacity.
One of the best in-person networking tips is to get on the lists for as many of these as you can. They are known to be excellent social opportunities for many professionals. Check the conference organizer’s website to see the schedule and plan accordingly.
Of course, try not to overdo it. There’s no point in attending a session if no one of interest will be there. Remember, focus on quality over quantity.
We are going to be honest, some conversations at these conferences can be dry and they don’t lead anywhere viable.
Knowing how to network effectively also means knowing when not to. This is why it is incredibly important to know how to get out of these conversations. Of course, you want to do so politely so that you don’t come off rude or arrogant.
Excuse yourself from the conversation and tell the other person that you will catch up later on. If they are smart, they will take the hint.
In-person attendees should look for lodging at the same hotel as the conference or somewhere close by. vFairs has an accommodation module that can help event organizers streamline lodging preferences for attendees. As an attendee, you can book hotel rooms easily at the time of registration.
This way, you don’t limit yourself to meeting people just at the conference. You can run into people in hallways, the hotel lobby, or even at the gym. Moreover, you also avoid the logistical nightmare of traveling to and from the conference every day.
If you’re staying at the same hotel, it is also important to remember that being holed up in your hotel room all day isn’t a great idea. Get out there and visit areas of interest. If there is a pool, go there and socialize. If there is a gym, try to go and get a workout as well. You never know who you might run into during these scenarios. You might even meet someone over lunch or dinner in the hotel.
If you’re attending virtual conferences, it helps to visit the event website ahead of time and gather as much information as you can. Take a few minutes to explore the platform and get comfortable with it before the event starts. This way, you can relax and focus on the sessions and networking instead of figuring out how everything works at the last minute.
Your company badge is part of your identity. Wear it proudly so people can see who you are and which organization you represent. It helps you connect with a more relevant audience at networking conferences.
Your business card matters too. While many people now prefer to connect through social media, business cards are still a reliable way to make a lasting impression. Handing one out shows confidence and professionalism. If you don’t have a physical card, set up a digital version you can share easily through a QR code. Most virtual event platforms also make contact sharing simple with features like profile searches and e-business card drop boxes.
You’ll probably meet plenty of people who are curious about your organization or the services you offer, so make every interaction count.
The first 30 seconds of a conversation can be the make-or-break moment, which is why tailoring your pitch matters. Go for a more personal approach instead of repeating the same lines to everyone you meet.
Even the icebreaker you choose can make you come across as more engaging. Pay attention to what the person in front of you is looking for, and be thoughtful in how you share your achievements.
When it comes to in-person networking, a few well-placed buzzwords never hurt, but back them up with solid facts or results. Offer something of genuine value instead of running through a full company overview. That’s one of the most important in-person networking tips to stand out while keeping the conversation real and relevant.
Looking for more tips for networking at conferences? Here’s another: Make sure you take notes of each conversation you have. Writing down your key takeaways from the conversation will help you with your follow-up communications and further foster deep connections from the conference. Even notable points about your connections’ appearances will help you recall your conversation better, for example, a neon pink shirt or a mustache.
Even if you’re attending virtually, virtual conference platforms have features that allow you to make notes and create tags that are only visible to you or your team. This helps you remember who you want to continue the conversation with post-event and you can pick up exactly where you left off.
Here’s a quick recap of the most essential tips for how to network at a conference as an attendee:
Now that we’ve covered how attendees can make the most of networking opportunities at conferences, let’s shift focus to the organizers’ side.
As an event manager, you already know that networking is one of the main reasons people attend. But how can you, as the host, create an environment that maximizes those opportunities, and even benefit from them yourself?
Here are some effective networking strategies and ideas for conference organizers.
As an event organizer, one of the best ways to give attendees real networking opportunities is by using your social media. You can set up an event page and start posting speaker profiles. Attendees who want to meet certain speakers will likely find them there first. It helps them connect more easily and brings the right audience to your event.
Many events and conferences have websites or social media community pages where people can check what’s happening. Create a space where attendees can link their LinkedIn profiles, social media accounts, resumes, and portfolios. This makes it easier for everyone to see who’s attending and decide who they’d like to meet.
vFairs also offers a LinkedIn Community Builder that you can add to your registration page. When someone signs up, they’ll be prompted to join the event’s LinkedIn page too. It’s a simple way to boost engagement and improve networking at your event.
Whether it’s a virtual or physical event, the venue layout and how easy it is to navigate really matter. You don’t want attendees feeling lost or confused.
Make it simple for people to move between booths or rooms. Add an interactive floor map to your event app, or use clear arrows, posters, and standees to guide them around the venue. Try not to overcomplicate things with too many categories or signs. A clean, natural layout always feels better and helps attendees move around with ease.
Group activities are one of the best ways for networking at business events. They help people step out of their comfort zones and connect with others more easily.
You can plan things like group competitions, team lunches, games, speed networking sessions, or roundtable discussions. Set up the groups yourself or let attendees choose who they want to team up with. Either way, it’s a great way to get conversations started and make networking feel more natural.
If you’re wondering how to get the most out of a conference and boost attendee networking, gamifying your virtual and in-person event is one of the best ways to do it.
Virtual events can also benefit from virtual team games like team quizzes, scavenger hunts, and more. You can also add QR scavenger hunts and other in-person games for physical events. Not only are games fun, but they can also boost interest at your event.
Attendees are more likely to engage with others at the event, and playing a game it can lead to a lasting relationship.
One of the best conference networking ideas to explore is speed networking. Whether you’re hosting virtually or in person, this can be a great way to bring two like-minded people together. You can set up speed networking at your in-person event, similar to speed dating.
Attendees can come and talk to others in a timed setting. If it doesn’t work out, they quickly move on to the next seat and talk to a different person.
You can execute this by using a smart matchmaking feature. Attendees will answer certain questions individually on their phones or computers. Then the algorithm will put the two with the most compatible answers together in a timed meeting. If the conversation is fun, they can continue it by extending the meeting time.
Exhibitors and organizers usually know all the tricks when it comes to boosting engagement. If you’re planning a virtual event, you’re probably working with a company that provides the software to make it happen.
Talk to them, along with your exhibitors, speakers, and influencers. Their job is to keep the audience engaged, so they’ll likely have creative ideas tailored to your event.
Exhibiting at a conference can feel like you’re juggling a million things at once. You’ve got your booth to manage, people to talk to, and it’s easy to get caught up in the chaos. But exhibiting is one of the best chances to meet new people and build connections that last long after the event ends.
So, how do you actually network when you’re the one running the booth? Here are a few tips, plus some tech tools, that will help you do it without losing your mind.
When someone approaches your booth, you’ve got about 30 seconds to grab their attention. You need a clear and to-the-point pitch. No one wants to hear a long-winded story.
Instead of saying, “We offer a wide range of products for all industries,” try something like, “We help businesses save time and money by streamlining their workflow. Want to see how it works?” That’s a hook that makes them want to know more.
If you’re worried about feeling awkward or sounding robotic, practice and keep it genuine. No one likes the “salesy” vibe anyway.
The best way to network isn’t by standing there waiting for people to come to you. It’s about drawing them in. A live demo or an interactive experience is a great way to do that.
Instead of just talking about your product, let people experience it. If you’re selling software, show them how it works. If it’s a physical product, let them try it out. The more engaged they are, the more they’ll remember you after the event.
Tech tip: Use interactive tech like touchscreens or even virtual reality (VR) to make the experience feel special. People love playing around with new tech, and it’ll make them more likely to stick around and chat.
Instead of fumbling with paper forms or trying to remember everyone’s name, use a lead capture app to make it easier to collect info. These apps let you scan people’s badges or business cards and store their details instantly.
Not only does this save time, but it’s also a huge relief for your back. No more carrying around stacks of business cards or writing down notes that you’ll forget about by the time you get back to the office.
Pro Tip: While scanning, ask questions that can help you personalize your follow-up. Try asking things like, “What brought you to this conference?” or “What’s the biggest challenge you’re facing right now?” This way, you’re making it about them, and you can easily reference the conversation when you reach out after the event.
One challenge exhibitors often face is standing out in a crowd of booths, handing out pens and t-shirts.
Sure, freebies are nice, but they rarely lead to lasting connections.
Katherine Tooley, who runs HubSpot Inbound with over 22,000+ attendees, shared her insights during our recent conversation with her on the Epic Events Podcast:
Instead of offering generic giveaways, choose swag that ties into your business and sparks conversation. Here’s how:
Meaningful swag allows you to create moments that lead to real conversations and connections that extend beyond the event.
This is where a lot of exhibitors slip up. You’ve met tons of people, collected all these leads, but then you let them slip through the cracks because you didn’t follow up right away.
Use the lead capture app to store all the info you need to make personalized follow-ups. Instead of sending generic “Thanks for stopping by” emails, remind them of the specific conversation you had, whether it’s a challenge they mentioned or something you promised to send them.
For example:
This keeps the conversation going and shows you remember them
Networking is not just for professionals. It can be a great tool for students as well.
As a student, networking at a conference isn’t different from what it is for other attendee types. However, here are some exclusive tips for networking at conferences for students: :
Try to branch out a little. Don’t just stick with your classmates or the people you already know. Explore other clubs and committees to see what they have going on. Getting out of your comfort zone is the best way to really make the most of an academic conference.
If you’ve done some interesting work or research, talk about it when you get the chance. Someone else might have worked on something similar or be able to add a fresh perspective to your research. Sharing your achievements helps you gather feedback and build connections that could benefit you later on.
Get involved in group and community activities. One of the biggest perks of college life is the variety of clubs, committees, and groups you can join. If there are student booths set up for these clubs, visit as many as you can. It’s a great way to discover new interests and find opportunities beyond academics.
At the end of the day, networking is what keeps things moving, whether you’re running a business, attending an academic event, or just starting out as a student.
The right connections can spark new ideas, open doors, and help you grow in ways you might not expect.
Hopefully, you got something valuable out of this guide on how to network at a conference. If you are curious about the actual experience with the networking ideas mentioned in this blog then check out a detailed walkthrough.
Focus on genuine conversations, not quick transactions. Be curious, ask thoughtful questions, and follow up after the event with a short, personalized message to keep the connection alive.
Keep it simple and memorable: Say who you are, what you do, and what kind of value or insight you bring. End with a question that invites engagement, like “What kind of projects are you working on lately?”
Ask questions that show you were actively listening. For example, “How do you see this trend evolving in the next year?” or “What advice would you give someone trying to apply this in their business?”
Set up your profile early, highlight your goals, and search for attendees or exhibitors aligned with your interests. Send short, friendly meeting requests explaining what you’d like to discuss.
Business cards, a pen and notebook, portable charger, breath mints, and a short version of your pitch. If it’s a long event, add snacks and a reusable water bottle.
Do your homework before the event. Know which booths or sessions align with your goals. Approach people with genuine curiosity, ask about their work, and collect contacts to follow up afterward with context.
Syeda Hamna Hassan
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