Favorite Not-So-Obvious Networking Tips at Conferences

When wedding pros think about networking, you might picture cocktail hours, exchanging business cards, and scheduled coffee dates, but some of the most valuable connections are created more organically and unexpectedly. By looking beyond traditional networking strategies, you can build more authentic relationships and set yourself up for future referrals, but it all starts with a more unique approach. 

Take advantage of the in-between moments 

Regardless of who you’re hoping to meet with at a conference, a quick ‘hello’ won’t necessarily make a lasting impression; it’s the unexpected conversations that can go a long way. Sponsored events and sessions are great for touching base, but they can often be a revolving door of interactions that don’t always stand out. The solution? Find them during the intermissions. 

“The in-between moments are where it actually happens  – when you stand in the coffee line, in the hallway right after a speaker session, or at the table you sit at for lunch. People are relaxed, and the conversation flows naturally about business, sessions, and life. I’ve built some of my strongest vendor relationships not at the cocktail hour, but standing outside a breakout room waiting for the next session to start,” says Olha Barabash of Sense of Moment (WIPA New York). 

Surprise and delight gestures can also help keep you at the top of mind. Kevin Dennis of Fantasy Sound Event Services (WIPA San Francisco Bay Area) notes, “Formal networking events at conferences are a great way to touch base and unwind, but it’s really all of the other moments that can help build a rapport. For example, if you know some pros will be staying at the on-site hotel, invite them to breakfast or lunch between education sessions. If you spot them on the tradeshow floor, offer to go on a coffee run for them. All of these small gestures can go a long way, and they invite a longer conversation even after the conference ends.” 

Branch out of your comfort zone and approach authentically 

It’s tempting to link up with some familiar faces and not stray from those you already know, but part of the growth that comes along with investing in conferences is stepping out of your comfort zone – just be sure to put your most authentic foot forward. 

“Everyone is a person first. And when someone (almost everyone) is hunting for specific disciplines because yet another coach, podcast, or Instagram post told them that this is the way into getting business, they are already failing miserably. Everything is about human connections. This has changed my business 180 degrees in just 2 years without even trying to talk shop,” Julian Ribinik of Julian Ribinik Studios (WIPA New York – Director of Marketing) attests. 

“Whether you’re attending a larger conference or an association event, always be sure to research the speaker(s) and attendees beforehand. If there’s someone in particular that you’re hoping to connect with, Instagram is the easiest way to do a deep dive on them,” Dennis adds. “Take a look at where they’ve recently traveled, events they’ve recently planned, or which networking event(s) they’ll be attending on-site at the conference. This will give you plenty of talking points when you finally connect face-to-face, and it shows a genuine interest in their work. If you’re looking to work with them or establish a relationship, this is a great way to open the door and make a lasting impression.” 

And don’t be afraid to branch out to those with niches you might not be as familiar with. “Talk to people who do something completely different from you. If you’re a planner, you may feel fairly comfortable talking to other planners because there are so many relatable insights you can share with each other. But some of my most valuable conversations happened with someone in a category I don’t work in directly (florist, venue, videographer, etc). Cross-category conversations stretch your thinking and often lead to unexpected referrals down the road,” Barabash says. 

Create a game plan for the ‘after’ 

Fast forward to post-conference: you’re officially unpacked and back to business, and maybe you’ve checked everyone off of your ‘must-see’ list. Follow-ups are key, so make sure you don’t let your conference homework fall to the wayside. 

Ribinik recommends long-term networking rather than a one-and-done follow-up. “Conferences pay dividends over the long run. The professional relationships I’ve found most valuable weren’t built at the event itself but through the follow-up over the months after. Go in with a goal of deepening a few connections rather than maximizing the number of new ones. No one gets ROI from just paying and attending and leaving it there.” 

“Replace your standard paper business cards with a digital business card instead,” advises Dennis. “There are a number of tech apps that can easily share your contact information with someone by tapping your phones together (if you have an iPhone) or copying a link, rather than going through the hassle of manually inputting your phone number or email. This can help to majorly streamline all of your introductions, and it invites an easy way to follow up after the conference is over.” 

Ultimately, successful networking isn’t about collecting the most business cards; it’s about building genuine relationships for the long run. By staying open to unexpected conversations and making the most of the quieter moments at conferences, you can create meaningful connections that continue long after the event ends. 

Meghan Ely is the owner of wedding PR and marketing firm OFD Consulting and the founder of OFD Collective, a membership community for wedding pros looking to elevate their visibility. She’s a sought-after speaker and a self-professed royal wedding enthusiast.