We know conference season isn’t just a travel week on the calendar. It can be one of the most important professional development moments of the year. Whether you’re in GEAR UP, TRIO, K–12 schools, or district leadership, the right conference can strengthen your team, clarify your goals, and spark new ideas that ripple across your entire program.

That’s why we’re sharing this blog from CoolSpeaker Chris Collins, who breaks down practical steps your team can use to show up prepared, stay focused, and return home ready to level up your work.

If you know anything about going to a conference, you know it can be some of the most exciting and exhilarating times of your life… or it can be nerve-racking as all get out.

There’s so much to take care of:
Is your program funded by a grant? Do you even have the extra money to go? Who gets to go — leadership or the folks on the ground doing the day-to-day work?
And honestly, just getting through the logistics of it all can feel like a job in itself. But here’s the good news: There are some real, practical things you can do to make sure you get the most out of your next conference stop.

Step 1: Figure Out Why You’re Going

Before you buy a ticket, register, or even think about booking a hotel, you have to know why you’re going.

• Are you going because you’re looking for a specific kind of programming?
• Trying to build relationships with a vendor?
• Is it about acquiring knowledge and learning from sessions?
• Are you presenting to showcase all the hard work your team has done over the past year?

You’ve got to figure that out first! I know “understanding your why” is mad cliché, but it works!

Conferences are full of people, sessions, and distractions. And as I always tell my scholars, you can’t be everything for everyone, but you can be your thing for your group.

You have a finite amount of energy and focus, so make sure you’re using it wisely. Define your purpose before you go. Know exactly what you want to get out of it. This helps to narrow your focus and help align your goals.

Once you’ve got your why, everything else gets easier.

Step 2: Decide Who Should Go

Now that you know why you’re going, it’s time to figure out who needs to be in the room. In the room where it happens…

Ask yourself:

• Will we need to make decisions on the spot — like hiring a speaker or vendor?
• Do we need people who can approve those decisions?
• Are we sending the right mix of folks — decision makers, implementers, and maybe some newer staff who can learn and grow?
• You want a diverse team, not just in demographics, but in roles and experience.

Bring teachers, coordinators, administrators, counselors, and even support staff. Everyone sees things through a different lens, and that gives you a full picture of what’s happening at the conference.

If you’re in a program that partners with another organization (think GEAR UP or TRIO), consider bringing someone from your college or campus who doesn’t usually get to see what you do behind the scenes. Let them see the “magic” where you find your speakers, your professional development, and your vendors. That builds stronger partnerships back home and helps folks understand your impact.

Step 3: Plan What You’ll Do While You’re There

Conferences are not something you freestyle.

There’s too much going on: plenary sessions, workshops, trainings, certifications, and even legislative updates. So take time before you go to look at the schedule, read the session descriptions, and plan your path.

Pick sessions that line up with your why and who. If your program doesn’t need new attendance software, skip the session about attendance software. Simple as that.
And remember… It’s not just about the sessions. This is a rare moment when your team is all together, away from family, students, and daily responsibilities. Take advantage of that!

Do something intentional with your evenings.
Plan a team dinner, go to a local attraction, do a paint-and-sip, a city scavenger hunt, or something fun and creative. The goal isn’t just networking; it’s team building.

If there’s someone on your team you need to connect with or strengthen a relationship with, this is your chance. Don’t surprise them with it – plan ahead, talk it through, and make space for it.

Let your team choose what kind of bonding they want to do. Not if they’ll do it, but how.

Step 4: Plan for the After

You’ve gone, learned a ton, taken notes, and made connections. Now what?

If that information stays stuck with the people who attended, your program loses out. So plan for the teach-back.

Each person who attends should come back ready to share what they learned and how it can help your program grow. That can look like:

• A quick presentation at your next meeting
• A short write-up or blog
• A video recap or Instagram story takeover
• Even a podcast-style conversation

The point is to make sure the learning spreads. Let your students, staff, and community see that your team goes to conferences not to “get away,” but to level up.

Step 5: Handle the Logistics

Now, for the unglamorous but super important stuff.

• Book early. Take advantage of early-bird registration and hotel discounts.
• Be smart about lodging. Staying at the host hotel can be convenient, but if there’s a cheaper place nearby, take the savings.
• Plan your meals. Everybody’s going to be looking for food at the same time. Make reservations early.
• Clarify the budget. Does your team get per diem? Are they paying for their own food? Be upfront so people can plan.
• Arrive early or stay late. Showing up a day early lets you get settled and meet folks before the rush. Staying a day after helps you decompress and process what you learned.

And while you’re there, support local businesses. A dinner at a small, family-run spot can make a real difference. Your group’s meal might be the thing that helps that local business have a great month.

Final Thoughts

Getting the most out of a conference isn’t just about attending sessions or collecting swag. It’s about being intentional with your goals, your team, your time, and your energy.
So before you hit that registration button, take a moment to ask yourself:

• Why are we going?
• Who’s going with us?
• What’s the plan while we’re there and after?

If you can answer those three questions, you’re already halfway to making your next conference the best one yet.

See you on the conference floor — learning, laughing, building, and growing together.

At CoolSpeak, we’re passionate about helping educators turn conference inspiration into real, actionable momentum. Whether your team is searching for high-impact speakers, leadership development, student programming, or family engagement sessions, we’re here to support the goals you set long after your conference travel ends.