Lynn Walsh

An article written for the Radio Television Digital News Association, RTDNA:

Sep 20 2011
By Lynn Walsh, RTDNA Blogger

As the Excellence in Journalism conference looms closer, ask yourself: “Am I ready?”

Yes, you have registered and hopefully already figured out where you are staying, but what about the other details? Have you contacted people to re-connect? Have you made time network with the other thousand or so journalists that will be there? Do you know which sessions you are going and what you will be doing in between the sessions?

Registration and booking a flight are only the first steps. Here are some more ways you can prepare for a conference where journalists from around the world get together to learn, provide advice and most importantly talk business!

* Come prepared. Make sure you have enough business cards, all of your electronic chargers, pens, a computer if you need one, etc. You want to put your best face forward, so take the time to cover your bases. Don’t forget resumes and even cover letters (printed copies are best.) Also, consider bringing work samples, DVD’s, paper copies of stories — you never know when someone might want to see an example of the work you are doing. Check out what the weather is going to be and pack accordingly. And be sure to bring cash and have some on hand, especially for airports and parking.

*Download the #EIJ11 mobile app. The application, “Excellence in Journalism 2011,” (search “EIJ” in the app store) will allow you to see who else is there and it provides you with the contact information. On top of that it makes Tweeting a lot easier once you have synced your Twitter account with the application. Also, be sure to add your contact information to the contact list. The schedule and a map of the facilities is also all in one place for you.

*Figure out your schedule. Are you going to go to sessions? Figure out which ones. For me, it is easiest to pick one or two for each time slot, this way if I change my mind after sitting through an earlier one or feel like what I wanted to learned was covered somewhere else then I can quickly know where to go next. On top of the breakout sessions there are community service opportunities that have been planned, more intense pre-conference workshops and do not forget about all of the meals and special events. It may seem overwhelming, but believe me, it will save you a lot of time and headaches to figure out as much as possible beforehand. Check out the full schedule here!

*Can’t make a session? There are so many great sessions planned that it can be hard to go to everything you want to. If you are really interested in a session but could not fit it in, try contacting the person or people who presented the session and see if they will have any handouts or links to information online so you can try to learn more about the topic that way. It is not the same experience as attending the session but it is better than completely missing out. Also be sure to check out all the coverage of each session on RTDNA.org! There will be text, video and pictures from virtually all the sessions!

*Don’t forget about the SPJ and RTDNA meetings. Votes will happen and big decisions could be made during these meetings, don’t miss out! Whether it is a regional meeting, a national committee meeting or a chance to vote, make sure you take time to stop in to these. Even if you are not currently holding a position or may not even want to, as members of either organization it’s important to see what is happening.

*Social Media. Remember to use the hashtag #EIJ11 on Twitter to follow the discussions from everyone at the conference. There is also a Facebook page for the event.

* Contact old friends. Check your Rolodex and contact people who may be in the area and see if they can grab dinner, drinks, breakfast, etc. It can be a perfect opportunity to reconnect to an old friend or colleague. Make new friends. Have you been thinking about taking a leadership role in either organization? Now is the time to learn more about the positions available and connect with people who are currently in them. The key is to contact them beforehand, so each of you knows to be on look-out for one another, or take the time to at least say hello in person. The same goes with a presenter or other journalist you have always admired. Contact on social media platforms and through the web is great, but there is nothing like meeting someone new in person!

* Share valuable story information or have it easy to find. While you may not be in the newsroom, it doesn’t mean your beat is going to stop moving. If you were working on a major story, let someone know where it stands and where the information is, just in case anything happens. Forward e-mails to other reporters about story leads you received. Copy documents and databases to CD’s or keep them in a place that is easy to locate just in case someone in the newsroom needs to get their hands on it. The same goes for any social organizations or responsibilities you may have.

* Let people know you will be gone. Whether it is a source or colleagues. Take the time to send out personal e-mails or to make phone calls to let people know you will be out of pocket for a while. Be sure to set a vacation responder on your e-mail and your voicemail message. If you are OK with being contacted let people know the best way to reach you.

* Communicate with your news organization ahead of time. Make sure it is clear what, if any, your responsibilities will be while there. Will you be expected to blog? Post updates on social media accounts? Respond to e-mails? The list goes on and on and I think it is crucial in making sure you get the most out of the conference. The best way to approach these questions is by asking and having an open conversation about all of this with your boss and editors.

* Make sure you leave home AT HOME. From the littlest things like emptying garbage cans to paying bills, make sure you leave yourself enough time to get things at home done so you are not thinking or worrying about them while attending training. Let friends and family know where you are and give them a heads up that you may be hard to get in touch with during the jam-packed conference.

Keeping these tips in mind has helped me better enjoy and take advantage of all of the learning and networking opportunities a conference can offer. Is there anything I am missing? Let me know how you are preparing, LWalsh@Twitter.com and see you in “The Big Easy!”