Members of SAA’s Students and New Archives Professionals Roundtable (SNAP) compiled this guide to assist first-time conference attendees in making their time at the Annual Meeting as productive and stress-free as possible. There’s no “right” way to attend the conference nor is there a set number of sessions or events to attend. You should attend the Annual Meeting with the plan to make connections, learn, and have fun!
In addition to this Guide, SAA has created two web pages for first-time attendees:
Your First Annual Meeting: How to Arrive—and Thrive
New Members, First-Timers, and Students
Business cards: You will be meeting a lot of archivists, so be prepared to help them remember you by handing out your business card. A good place to stash your business cards is behind your name tag in the plastic sleeve. Just be careful not to accidentally give out someone else's card!
Copies of your résumé: Be sure to take advantage of SAA’s job board and free résumé/cover letter assistance in the Career Center at the Annual Meeting. See “Networking Cafe” for information about posting your résumé onsite or consulting with a volunteer career counselor. You’ll also find free handouts on résumés and cover letters as well as other resources in the Career Center.
Tote bag: You’ll be carrying a lot of stuff: a computer, the Onsite Program (unless you opted out of receiving the print publication when you registered), handouts, notepad/tablet, snacks, a sweater for overly air conditioned rooms, an umbrella, etc. In the interest of being “green” and containing costs, SAA does not provide a conference tote bag, so be sure to bring your own.
Chargers / travel outlet: Obviously you will have your computer, phone, and notepad/tablet chargers with you, but they will do you no good when there is only one outlet in the session and three people need to charge something. A power strip will keep your gear charged and will make you everyone’s favorite attendee. Here is a nice compact travel outlet.
Snacks and a water bottle: The conference organizers provide some food and beverages (e.g., at the Expo Hall Opening on Thursday evening, at the Expo Hall lunch on Friday, and at the All-Attendee Dessert Reception on Thursday evening), but you will want to supplement that. If you’re trying to limit your food budget, find a grocery store on your first night in town and stock up on fruit, granola bars, or energy bars—items that are portable and filling to sustain you through the day.
Comfortable shoes: This is not the time to break in new shoes. Bring your favorite stand-bys for a dressier look and keep the heels low to minimize blisters and foot pain from all the walking you’ll be doing.
This blog post from the Daring Librarian has helped some first-timers plan for the SAA Annual Meeting. Guys: This post has a female bias (e.g., the clothing and make-up sections), but there is a lot of good information here: http://www.thedaringlibrarian.com/2011/10/daring-conference-packing-tips-tricks.html
Sometimes selecting which of 70 education sessions to attend requires striking a balance between what you are obligated to attend and what you would really like to attend. Remember: This is your time, so spend it the way you want to.
It’s a good idea to go to a session when:
After you’ve figured out what you should attend, filling your remaining time slots can be really fun. Read through the sessions available during your open time blocks to see if any of them sound interesting or will include a presentation by a “rock star,” mentor, or favorite archivist or records administrator. Keep a list of these available sessions, but don’t stress about definitively picking one over another until the time comes. You will end up chatting with other attendees about pending sessions and they may lean toward one or the other or even suggest one you had not considered. Another strategy is to find (or recruit) a buddy to attend a different session in the same time slot and then meet up afterward to share notes and go over the sessions.
Find a Conference Mentor (or Several)
Rebecca says, “My first conference I spent much of my first day following my boss around. As I got more comfortable, I began introducing myself to archivists from my home region. Although I did spend most of my time with archivists from my city and regional association, by the end of the week I had met new people and was attending sessions all by myself. Throughout the week I would turn to my boss for advice on how to talk to vendors, which sessions were valuable, and other first-timer concerns. Having her there as a conference mentor made the entire week less overwhelming.”
A conference mentor is someone who has attended at least one conference and generally knows what to expect from the week. If you've been to one conference, be a guide to a first-timer. Or if you think someone you just met is dying to meet one of your bosses or professors, be the "matchmaker." It's a wonderful service—and it makes you feel like you enhanced someone else's experience.
Navigator Program (Deadline to request a navigator: July 1)
The SAA Navigator Program matches conference veterans with first-time attendees. This informal outreach effort helps newcomers make the most of their time at the conference. Navigators share their experience, advise you on sessions and special events that are likely to suit your interests, and facilitate networking with other attendees. Navigators typically contact participants prior to the meeting and are encouraged to answer questions by email in advance. They will also arrange to meet you in person at the conference. All attendees are welcome to request a navigator or volunteer to serve in this important role. For more information: navigator@archivists.org. You’ll be contacted in mid-July and matched with a partner.
New Member/First-Timer Orientation (Thursday, 8:00 – 8:45 am)
Join representatives of SAA’s Membership Committee, Key Contact Program, Council, and staff for a casual conversation about how to make the most of your time at the conference and SAA membership. Join us for coffee in the Networking Café and Bookstore to get your day started.
Lunch Buddy Program (Various days and times throughout the week)
Launched in 2012 by SAA’s Students and New Archives Professionals (SNAP) Roundtable, the Lunch Buddy program facilitates networking and connections between new and established members. The voluntary program uses a Google Drive-based spreadsheet to set up a meal or meet-up that one person is willing to “lead.” The leader selects a place and time for lunch (or dinner or happy hour) and acts as the point of contact for the meal. Interested attendees add their names to the list. For more information, or to sign up to be a “host” or attendee: https://docs.google.com/spreadsheets/d/1EFntzlg-kjVHBFQnrRNykL2pTrs7dXJdo5r05JTc2nE/edit?pli=1#gid=1
Conference connections can turn into excellent contacts when you begin your next job search. The conference includes several built-in networking opportunities, including the SNAP Roundtable meeting (Wednesday, 5:00 – 7:00 pm), the New Member/First-Timer Orientation (Thursday, 8:00 – 8:45 am), the Expo Hall Opening (Thursday, 5:15 pm – 7:15 pm), Mixers and Alumni Parties (Friday, 7:30 – 9:30 pm), the Write Away breakfast (Friday, 7:30 am – 8:15 am), the Expo Hall Lunch (Friday, 12:30 – 1:45pm), and the All-Attendee Dessert Reception at the Rock and Roll Hall of Fame and Museum (Thursday, 8:00 pm – 10:00 pm). Those times are great opportunities to meet new people while remaining generally anonymous. Here are some tips to make your networking more comfortable and effective.
If you are in an LIS program, it’s a good idea to talk beforehand with your professors and your friends in the program to see who will be going to the conference. Be sure to connect with your professors and peers while you are there, as they can introduce you to their colleagues. If you are out of school, try to find others going to the conference who might be able to introduce you to other archivists. But resist the urge to remain glued to your friends the entire week. Many professionals would like to reach out to new conference goers, but can find approaching a whole group intimidating (yes, networking fears can work both ways!).
If you happen to be in a group in which you know a number of people who may not know each other, take a minute to make sure everyone is introduced. Simply sharing a name and institution can often start conversations. This is helpful for those of us who struggle to start or carry conversations. As the connector, you will be known by more people and you get to stand in on the conversations and add points when you feel comfortable.
As you are standing in line at the buffet, try striking up a conversation with the person in front of you by saying something as simple as “How are you enjoying the conference?” or “What session did you just come from?” These can be quick conversations, or they may open up the possibility for a longer one after you’ve both gotten your food. (This is not the time to ask for a job or ask if the archivist knows of any job openings.)
Even if you don’t want anything to eat, get a drink so you have something to hold in your hand. It’s often easier to approach people or stand by yourself if you have something to do to cover those conversational pauses, like taking a sip of soda, etc. Be sure to keep one hand free so that you can still shake hands with each person you meet.
SAA typically provides both “high boys” (high tables with no chairs) and standard tables and chairs in the Expo Hall and at receptions. High boys are nice because you can move in and then duck out if the conversation or group of people is not comfortable for you. Sitting down with a group of strangers is tougher. Find a table where people aren’t talking too much—that might mean that they don’t all know each other and you can lead the conversation (or just listen in). And do your best to avoid sitting only with people you already know. That’s not broadening your horizons!
Don’t forget your business cards! Figuring out when in the conversation to drop “the B bomb” can be tricky. One easy way is to try to steer the conversation toward a discussion of the other person’s current projects. (Archivists may tend to be introverted, but we still love to talk about ourselves and our institutions.) Once you’ve heard about a soon-to-be-released digital archive or new acquisition, for example, you can say something like, “That’s really interesting. I would love to know how it turns out. Do you have a business card with you so I can follow up once the site launches?” This may seem forced, but I have used it many times and people usually are flattered that you care enough about their work to follow up. This exchange can be easier if you approach presenters after a session or at a poster presentation. You’ve heard about the project and can ask a question or make a comment one-on-one, rather than in front of the bigger audience. Then, ask for their card. If you have a minute, make a note on the back of the card to remind yourself how you met them. In the whirlwind of the conference, this is a good way to make sure you keep your contacts straight.
If going up to strangers seems too daunting, try to participate in a discussion during an SAA roundtable meeting or ask a question at the end of a session. You will begin to get your face and name out in the community, and that can be helpful down the road.
Consider tweeting from the conference using the #saa15 hashtag, which allows you to connect with others at the conference and participate in the backchannel discussion. (Remember: All attendees staying in one of the confernce hotels will have free wireless access in their rooms, and the Convention Center provides free wireless as well.)
Once you return home, take a look on Linkedin or Twitter for the people you met. If you connect in the days immediately following the conference, they will probably still remember you and accept your invitation to connect.
No matter what venue you choose for networking, remember that you cannot meet everyone who goes to the SAA conference. Some seasoned professionals treat conferences like reunions and don’t stray far from the colleagues whom they see only once a year. But many experienced, "famous" archivists love meeting newer SAA members. If there is someone whose ideas interest you, do introduce yourself and discuss their ideas—or yours! SAA is still small enough that you can count on seeing these folks at receptions and in the halls. It’s okay if you meet just a few new people each year and then go back to your friends or your hotel room to recharge. What’s important is to make the effort where you can.
Mixers and Alumni Parties (Friday, 7:30 – 9:30 pm)
SAA provides a specific time for alumni mixers and parties during the Annual Meeting schedule. This is a great opportunity to mingle with your fellow alumni and particularly to meet new people. You already have something in common—you went to the same school! Light appetizers typically are provided, so it can also be a nice chance to refuel while you network. The parties are planned by each individual school rather than by SAA, so each takes on its own unique character. Often the mixers are held at the conference hotel, but they may occur at a bar, restaurant, or other location in the city. If you are wondering what to expect, it can be helpful to ask alumni who have attended in prior years. Because the venue and amount of food can vary from year to year, try to be ready for anything.
See the “Other Events” page in the Onsite Program for a list of alumni mixers and their locations (when that information was provided in advance).
The Alumni Mixers are a fun way to socialize and catch up with current and former classmates, professors, and other alumni, and are particularly helpful if you are on the job market. You will have the chance to hear from others about where they have landed a position, pick up tips and tricks for job hunting, and possibly even work your shared education background toward helping you land an interview or introduction.
Think of the Alumni Mixer as a quick and relatively easy way to find your home at SAA. You will be surprised how many people who are alumni of your school have similar interests—be it processing, reference, appraisal, or whatever aspect of the archival profession really gets your heart racing!
Annual Membership (Business) Meeting (Saturday, 11:15 am-12:30 pm)
The SAA Annual Membership/Business meeting typically occurs on the Saturday of the Annual Meeting. At this meeting, SAA’s executive director (Nancy Beaumont) reports on the “state of the association,” the chair of the Nominating Committee and the Treasurer provide reports, retiring Council members are recognized, and the incoming SAA President makes brief remarks.
Until 2011, all proposals regarding SAA constitution and bylaws amendments and dues changes were discussed and voted on by the members present at this meeting. In August 2011, the members voted to adopt Council-recommended changes in voting methods. Now all proposed changes in the constitution, bylaws, and dues are presented for discussion during the Membership/Business meeting, but all such matters are then put to an all-member referendum to ensure that no one is disenfranchised by virtue of not being able to attend the meeting.
No actions can be taken at the Membership/Business meeting unless a quorum (of at least 100 SAA members in good standing) is present. Your attendee badge (on which your membership status is indicated) is required for admission into the member seating area. Students and new members are especially encouraged to attend the meeting as a way to become more familiar with SAA’s governance practices. It’s also a great networking opportunity!
More information about the Annual Membership/Business Meeting—including general procedures that are followed—can be found in the Governance Manual and in the Onsite Program.
Feel free to duck out of sessions early. If you do, be as quick and quiet as you can, and try to minimize how much you are blocking other attendees’ views of the presentations. Only interested in the first speaker? Plan ahead and sit toward the back of the room. Often you may find that people cluster toward the back of the room and it then appears that there’s nowhere to sit. If you do plan to attend the entire session, please move toward the front and the middle—even if it means that you’ll disrupt the “aisle hogs.” It’s better to be a little disruptive than to ask the speakers to present to a room that’s empty in the front and overcrowded in the back….
If a session has a question-and-answer portion, raise your hand until someone recognizes you. Keep your question short. Do not preface your question with a long comment, as this cuts down on the amount of time others have to ask questions. If you are comfortable, you may want to briefly identify yourself and your institutional affiliation (“Jim Smith, Super-Cool Archives”). There may not be a microphone so be prepared to speak up and project your question to the entire room. If you’re too shy to share your question with the audience, many speakers will wait around after their session to talk one-on-one with interested attendees.
If you’re tweeting about sessions for your own future use or to share with friends, it is helpful to include the session number in your tweet, e.g. #saa202.
It’s okay to skip a session block if the topics to be presented aren’t of interest to you. This is a great time to take a break, visit the Bookstore or Networking Café, schedule one-on-one networking, or do some sightseeing.
All conference registrants are welcome to attend any SAA section or roundtable meeting. Roundtable and section meetings are a great way to learn about the many different opportunities in SAA and the field and to meet other professionals who share your interests or work in institutions in which you are interested. Because sections and roundtables have their own leadership structures, volunteering within them is a good way to get involved and develop your leadership “chops” within SAA. Only section and roundtable members may vote on matters brought before the group. For more about sections and roundtables, see Section IX. and Section X. of the SAA Governance Manual (http://www2.archivists.org/governance).
The Student and New Archives Professionals (SNAP) Roundtable will meet in Cleveland on Wednesday, August 14, from 5:00 pm to 7:00 pm. All first-timers, especially students and new professionals, are encouraged to attend the SNAP meeting to learn about archival opportunities and meet new professionals.
When attending section and roundtable meetings, you should consider not arriving extra early. If you do, you will end up sitting at a table all by yourself. Instead, wait until the room is half full. Then you can join an existing table and have an easy opportunity to introduce yourself.
SAA Appointed Group Meetings
All SAA members are welcome to attend Council, board, committee, working group, and task force meetings. If you find yourself in town early (before Wednesday afternoon), consider attending a meeting of interest. Please announce yourself to the chair upon entering the meeting room and take a seat on the perimeter of the room. It is the chair’s prerogative to acknowledge those who wish to speak, and the chair may call for an executive session should a confidential matter be considered. If an executive session is called, excuse yourself from the room.
The Host Committee for the SAA Annual Meeting has a helpful blog.
Be sure to monitor Twitter during the conference because informal impromptu meet-ups often are organized via Twitter (“Who wants to have a pool party tonight?”) #saa15.
Write Away! Breakfast (Friday, 7:30 am - 8:15 am)
In addition to Expo Hall breaks, consider attending SAA’s Write Away! breakfast, at which Journal Editor Greg Hunter, Publications Editor Chris Prom, and Publishing Director Teresa Brinati will talk with you about contributing to SAA publications. This session is a wonderful opportunity to introduce yourself to the editors, get on an email list to begin suggesting possible book or website review ideas, or simply to see how publishing works at SAA. Recently published SAA authors will be there, and you can also introduce yourself and exchange business cards.
Be on the lookout for the bright ASK ME! stickers. In addition to SAA leaders and Key Contacts, a number of prescreened friendly and helpful people will be wearing them. If you have a question about the conference or SAA, go ahead and ask. They really do want to help you!
There is nothing that says introverts cannot enjoy large events and conferences -- it simply takes different tactics and strategies than those used by extroverts. Extroverts, after all, need other people in order to keep their energy levels up. Leave an extrovert alone for too long and s/he will start to wilt. Introverts, on the other hand, start out with an ample energy supply at the beginning of events and need quiet time away from the crowd of Unknowns to recharge it. It was attending geeky fan conventions that taught me, a lifelong introvert, how to cope with these large, energy-draining events. It takes planning and mental fortitude, but the rewards are well worth it. You will leave the conference feeling satisfied that you did so much, you flaked out on so little, and you made real, solid connections with complete strangers.
Schedule written on the back of a conference badge.
Includes time, shortened session name, and location.
Tips for Introverts
The Power of Introverts: A Manifesto for Quiet Brilliance
Brains of Introverts Reveal Why They Prefer Being Alone
The Introvert’s Guide to Conference Season
Forbes An Introvert's Guide to Networking
Classes, Clubs, and Conferences: An Introvert’s Guide to Networking
An Introvert’s Guide to Standing Out at Conferences
An Introvert's Guide to Networking
An Introvert’s Guide to Surviving GDC
Surviving a high-energy conference: A guide for introverts
Conference Guides:
How to be Awesome at Going to Library Conferences
Daring Conference Packing Tips and Tricks
Authors, Contributors, and Editors
The following individuals contributed to development of this Guide:
Lori Birrell
Rebecca Goldman
Kathy Marquis
Kristen Merryman
Sarah Powell
Rachel Grove Rohrbaugh
Rebecca Stephens
Eira Tansey
Elizabeth Scott
Larissa Woo
Nancy Beaumont
If you have suggestions for making this Guide more useful in the future, please forward them to SAA Executive Director Nancy Beaumont at nbeaumont@archivists.org. Thanks!