How to survive (almost) every event
Game Conference Guide Insights - September 2023
Shortly before the whole games industry gathered up in Cologne for gamescom and everyone was on the edge what world premieres will be broadcasted during Opening Night Live, I shared some tips how to survive any big event, essentials you shouldn’t forget.
This update got a lot of traction, so much so, that I was stopped at the airport with additional tips when I was about to board the plane. Thanks, Georg! I decided to gather up all the ideas many were kind enough to share with me plus adding a couple of others to the mix, so you can be prepared for your next event. And here they are.
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Even though I haven’t been everywhere, I had a chance to experience almost all formats of events in my professional career; mega big ones, very intimate, invite-only, various festivals, strictly educational summits, conferences etc. For each, I do have a preparation routine in place, especially for those I am visiting for the first time.
I will skip the obvious, general list of essentials necessary for travel, have a valid passport (if needed), entrance visas, travel insurance, a bit of cash for emergency / tips or place to stay.
What I like to do first is to research what is happening around the venue. What is happening in the city during your visit outside of games industry. I start with the venue itself, what kind of restaurants are nearby, bars or places where you can chill. Is there a public transport? Do they offer 24 hours tickets? How much it will take from my hotel to the venue? Is there something interesting is on my way to the hotel? Can I use a bike? Is there a grocery or pharmacy nearby?
Knowing your surroundings are key when you do not have a base (= booth, or a suite where you can take meetings, or have a team that you can rely on) and the venue is overcrowded, or you just like to take meetings outside on a fresh air. Book the places if needed way in advance if we are talking about gamescom.
From this point, I zoom out. What else is happening during the event you are visiting? It there a great performance worth visiting? F1 race to watch day before? Is there a place with amazing view or food? Where can I invite my friends or clients? You know what I mean. Better be prepared than sorry. And you can count on your friends living in the area, just ask them and go beyond the beaten path of aggregator sites with the “best of” lists.
Attending an event without a preparation, without clear goals or booked key meeting is a receipt for a disappointment. There always going to be too many things happening at the same time especially on big events; socials won’t stop spewing photos, videos and announcements. There is going to be FOMO. Just remember, you can’t be everywhere, see everything, meet everyone. Taking care of yourself in many cases goes out of the window due to packed schedules, events can be overwhelming and energy consuming.
Pace yourself. Make sure you have enough time to gather your thoughts between meetings or presentations. You don’t have to go to every party. Don’t forget to drink water and always carry a bottle with you. With our assignments and full calendars, we forget to eat, or there is not a lot of time for a sit-down meal. Bring a power bar or healthy snack with you. In worst case scenario you can share it with someone as a dessert after a coffee.
I can’t stress enough, how wearing comfortable shoes is important. This one should be on your priority list on the top. During gamescom I walked 15km in total, on smaller events it is less, but you are on your feet all day, walking, talking, moving from point A to B, running to meetings, or just taking a stroll while having a conversation. And please do not buy new shoes just before the show, your feet will thank you. And if you have new one, take band-aids for blisters.
Apart from snacks, I always carry with me power bank to charge mine or friend’s device, painkillers, and few band-aids. These came handy many times over the years. Again, on smaller events or at the venue where you are staying, it is not that important, but away from your room, situation is different.
At events you are surrounded constantly by others, everyone has a different goal to achieve. Treat them as they want to be treated. Be mindful of their time and personal space. Just be nice to everyone, and make sure to lend a helping hand if needed. Events like gamescom can be confusing.
This was supposed to be a very short post, and there are other topics to cover, what to do in the evenings, if you don’t like parties, or how to decompress afterwards.
I want to end this piece with one more tip or in this case a favour: thank the organizers after the event. Share your thoughts on social or just send them a message. You didn’t like something? Send them feedback. Events take months to prepare, and they are gone in just few days.
Below you can find the updated original post I shared on my social channels. Is your event routine different or have more tips to share? Drop me a message!
Tips for surviving events:
Wear super comfy shoes.
Pack a powerbar / snacks with you (you might skip lunch), or you can share it.
Don’t forget to drink water.
Take a break to catch a breath between meetings / presentations.
Bring a powerbank to charge yours or your friends’ device.
Play some games and check the merchandise.
Be nice.
Explore and discover what the venue and location have to offer, do not get lost.
Calendar can take a beating, your body won’t. Pace yourself.
Most importantly, don’t forget to hang out with your friends.
Bonus point from my friend: if there is a spa, just go for it!
[Game Conference Guide is tracking games industry & game developers events, trade shows, festivals, conferences and events around the world.]
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Pavol Buday, curator @ GCG