What to know before your next international development conference

Nearly 100 actors working in global health gathered in Geneva last month to discuss how they can all work better together in the midst of a global push for universal health coverage. This July, meanwhile, more than 18,000 delegates around the world will be heading to South Africa to assess progress and find new ways to work together to address HIV. Development meetings and conferences take place almost every week if not every day around the world. These events give development professionals an opportunity to learn more about the work they do and network with different stakeholders in the field. But they also require extensive travel and planning. You may hurriedly hand over your credit card to pay for lunch when the cashier tells you they only accept local currency, or find yourself shaking hands with the head of a philanthropic foundation only to realize you don’t have any business cards to share. These may seem like rare occurrences. But they do happen, and more often than you think they do — even to seasoned conference attendees. So before you start packing your bags for that next conference in Durban, Bonn or New York, here’s a few tips and reminders: 1. Book your accommodation wisely. Nearby hotels can fill up quickly for conference dates, especially large gatherings such as the World Economic Forum. So make sure to book for your entire stay in advance, which will also deflect the likelihood that hotel room rates will peak near and during the conference dates. But if you’re working with a tighter budget, don’t limit yourself to hotel rooms. Do a quick search for hostels that offer cheaper pricing, or if you’ll be attending a conference with several other colleagues or friends, try Airbnb. Whichever accommodation you choose, first consider the distance to the conference venue and available transport options; saving on a distant room can backfire when cab rides add up. 2. Consider transportation. The beauty of booking a hotel near the conference venue is traveling by foot. But if that’s not an option, consider your transportation options first before hailing a cab. Some cities have efficient public transport systems — and sometimes they are offered free, especially for tourists. In Geneva, newly arrived passengers can easily avail of a free ticket near baggage claim that offers an 80-minute train ride from the airport, for example. Hotels and hostels also offer complimentary transportation cards to be used for buses, trams, trains and even taxi boat rides around the city for the full length of your stay. Uber is another option for those who have gotten used to the app-based ride service, although best to check first its availability in your area. Uber operates in nearly 500 cities around the world, but face restrictions in several countries such as Japan and Germany. 3. Enjoy a meal out. Being in a new city offers an opportunity to taste local dishes. But if you’re unsure where to head, you can try asking your hotel’s staff or a colleague who’s been in the city for suggestions on the best restaurant nearby to try Swiss fondue, Turkish kebab or sisig if you are attending a conference in Manila. A quick Google search will also turn up restaurant reviews on websites such as TripAdvisor and Yelp. If you want to save up on meals though, try checking your local grocery stores. This is ideal for those staying in an Airbnb, where a kitchen or a small stove can be used for cooking meals. Cheap food centers are also rampant in several Asian cities such as Bangkok, Singapore and Hong Kong, though those with food sensitivities should be more cautious in trying food sold in these centers. 4. Cash it. If you’ve been living in a city such as New York, chances are you’re accustomed to using your credit card for most if not all of your purchases: coffee, lunch, taxi. However, not all cities are credit card friendly, so having some cash in the local currency helps. If you really want to be organized prior to travel, order the currency you’ll need before your trip to avoid ATM fees or complications abroad. 5. Learn a few local phrases and policies. English may be the common language used in the meetings you’ve attended, but knowing basic phrases such as greetings and key questions can be a huge help when on your own outside the conference. The same goes for local customs and policies. It’s helpful to know whether to tip a taxi driver, for example, or customary times for eating lunch and dinner. Even the apps you rely on for information may not be useful everywhere; the use of Google, Facebook and Twitter are restricted in China, for example, so don’t be surprised to find Google Maps unavailable except through a VPN service. Hailing a cab? You can try Uber, or Didi Kuaidi, China’s own taxi-hailing service. 6. Do a weather check. Rainy season starts in June in places such as Manila and Bangkok, so suits and heels will soon be soaked if you haven’t packed an umbrella and rain coat. But if you arrive in the middle of summer, remember wear light and loose clothing to avoid being drenched in sweat before you arrive for your first panel session. New York’s winter slush, meanwhile, will have your shoes soaked, so be prepared to slip into boots. 7. Familiarize yourself with the venue. How many times have you arrived at the venue on time, but spent 15 to 30 minutes locating the correct hall or room for the conference or meeting? This can be a lesson in frustration, especially in big conferences with simultaneous breakout sessions. Try to check out the venue a day before the conference. If nothing else, arrive early the day it begins, grab an itinerary and highlight the rooms you’ll be visiting, then do a quick visit of each. You might also want to locate the lounge areas for getting work done during breaks as well as inquire about the Wi-Fi password. 8. List your goals. Why are you attending this conference? Is it to give a voice to your civil society network, meet an important donor, learn about climate change, or mainly to network with professionals working in the global health space? Make sure you list your goals for the meetings, as well as the people you want to meet prior or afterward. During big conferences, it’s easy to be swayed to attend a different session or to spend most of your time chatting with friends attending, but networking and making new contacts is a huge plus of traveling to an international conference. 9. Bring your business cards. This is the very reason you lugged them with you on the plane. Make sure you stock your pockets or bag so you can exchange rather than collect cards. Devex Professional Membership means access to the latest buzz, innovations, and lifestyle tips for development, health, sustainability and humanitarian professionals like you. Our mission is to do more good for more people. If you think the right information can make a difference, we invite you to join us by making a small investment in Professional Membership.