Matt and Enna Grazier, of Grazier Photography founded Inspire Photo Seminars with a group of like-minded studios three years ago, and are counting the days till Inspire 2012! Follow the Graziers on Twitter. Follow Inspire Photo on Twitter.

Thank you again Seshu for inviting us to share our ideas about how to get the most out of a conference! In Part 1 we described our philosophy about conferences and the wonderful benefits of smaller regional conferences. Large or small, attending a conference is a significant investment of time and money, and in this post (Part 2 of 2) I'm happy to share my strategy for getting the most out of a conference.

Winter is conference season! Several great events have already happened in January, and a few more are on the horizon (WPPI in just a couple weeks, and our Inspire conference later in March).

I tend to get a little ADD – if I may use that term lightly – when I attend a big conference. I’m likely to wander dazed through the tradeshow and collect every single piece of paper that is offered to me, and forget to take notes about products that I might want to buy or sell. I wander from one shiny object or person to the next, I bounce in and out of conference sessions, full of indecision about where to spend my time, or I play hooky from the classes entirely, opting instead to spend quality time with old and new friends over coffee or a long lunch, or even camped out in the hallway outside of the conference sessions.

Don't get me wrong – I LOVE participating in a conference in this fashion, and I'm sure I'll never change my ways, whether it's a cozy intimate conference like our own Inspire or Pictage‘s Partnercon series, or the mega-sized WPPI. What I’ve learned through trial and error is that it’s important to go into a conference with a “strategy”, a plan of action and goals, so that when I leave I can feel that my investment was well worth the time and money.

When attending a conference, our advice is to choose conference sessions and opportunities that will give you concrete help towards reaching new goals. If you're just getting started, this will help keep you from feeling too overwhelmed by all the new information. And if you’ve been in business for more than a few years, then the great thing about this strategy is that – if you’re completely honest with yourself – it should be easy for you to identify the areas where you need the most help or improvement.

1. Set Goals. What is your business in need of? Look over the course descriptions and find the ones that interest and will benefit you. Set a few goals for the conference based on your own needs and the unique opportunities offered by the conference. Don't shy away from the challenging topics.

2. Choose Classes. Prioritize your list of classes to attend. See how they fit in the schedule. This can be difficult as you are bound to have to sacrifice a class or two due to scheduling conflicts, but your goals should help you make these decisions.

3. Make a List. Make a list of people to meet, Exhibitors whose products or services you wish to learn about, and any other topics that you need to research at the conference.

4. Connect. Reach out to some of the other attendees and speakers before the conference. This will also make it easier to make connections with people at the conference. We're super excited about our online conference community which is designed to facilitate this exact sort of interaction and networking before, during, and after the conference! People who are attending our conference in March are already interacting and getting to know each other in our virtual conference community, preparing for their classes, learning about our sponsors.

5. Go. Go the conference. Have fun and learn to the point of exhaustion.

6. Take Action. Set a deadline to take action on all the new ideas and information that you take home! Don't just let those ideas ferment. Give yourself a deadline (we think 1 month is good) to take action on the most important things you took home from the conference. It may help to find someone you can be accountable to for these action steps – your business partner, or a fellow conference attendee are both good options!

Here’s My Sample Plan:

Our Studio Goals for 2012

a) Expand our studio to include a team of associate photographers
b) Refine our product selection for portrait clients
c) Network with more photographers in Seacoast NH, ME, and northeastern MA
d) Explore other sources of revenue (non-wedding and portrait related)
e) Polish our brand and portfolio

My Punchlist For The Inspire Conference

Look at and hold every Couture book available (and decide which to offer in our Boudoir and Portrait clients). Learn album sales strategies from Studio Nouveau’s session on Album Sales and Workflow.

a) Connect with at least two photographers who we might consider hiring on as Associates.
b) Get an intensive portfolio review with Allana Taranto (I need to choose a good set of images to share, so this review can feel comprehensive)
c) Take tons of notes in Carla Ten Eyck’s Managing a Team class (I admire Carla’s bustling studio so much, and I’ve wanted to learn some of her management techniques for years)
d) Learn about pricing and bidding on commercial shoots from Jane Shauck.
e) Attend Doug Levy‘s lighting demo where I can learn how he works with light.
f) Feed my heart with insights and ideas from Lauren Rutten on how to keep my business and work emotionally sustainable.

After The Conference

a) Set up a meeting with potential associates/employees at our Portsmouth NH studio.
b) Order new sample albums.
c) Identify some potential commercial clients/subjects in our new hometown and pursue them.
d) Get our revised portfolio selections onto our website asap!
e) Have a long meeting with Matt (my hubby and business partner) to discuss all our ideas and new knowledge that we want to implement or continue to develop. Preferably with wine and chocolate.

Like I said, I’m notorious for skipping or bouncing around in between conference sessions because I want to hang out with people, or just can’t decide which session to attend. Heading into the conference with this punchlist will help me stay on task, remember my goals, and ensure that I’ve maximized my time and financial investment in attending the conference. Of course at Inspire I'll be busy running around behind the scenes, but I do plan to work hard to address each item on my punchlist while at my own conference!

Be one of the first 5 to use this PROMO/DISCOUNT CODE: 2012TIFFIN and receive $50 off your registration.

Matt and Enna Grazier, of Grazier Photography founded Inspire Photo Seminars with a group of like-minded studios. Thank you Seshu for inviting us to share our ideas about the value of “regional conferencing” and to tell your readers just a little bit about what we are cooking up for Inspire 2012!

We love attending conferences! They give us the chance to see great products, listen to great presenters and to network with incredible colleagues! We are excited to be at the forefront of a new trend of conferencing, which is the smaller more intimate regional conference. Jim Collins, CEO of Pictage, sums up the value of the regional conference perfectly when he wrote about last year's Inspire conference: “the reason I love this conference so much is because it is so relevant to its own community.”

We all know conferences can be tricky … it's easy to leave a conference feeling like you've just glimpsed the glossy surface of the topics presented. The irony for conference presenters is that while it’s difficult to pack rich material into a lecture spot of just one hour (the ability to do this is surely one mark of a gifted teacher), it’s very easy to fill an hour perfectly with a lot of inspiring catchphrases and pretty pictures!

It’s also common for conference attendees to have the sense that the best part of the event was the “in-between” time spent sharing war stories, strategies, ideas, and commonalities with other photographers. Our favorite moments at conferences we’ve attended are the most serendipitous – a chance meeting with a comrade who we get to chat with over coffee – or, if we’re lucky enough, while sharing a fine meal. We can’t tell you how many times we’ve gone home feeling incredibly grateful for these relationships, yet incredibly sad that we can’t easily continue those conversations over coffee, wine, or shared photography jobs simply because we live so far away from each other. Much of our business success is due to these photographers who have shared their own ideas and expert knowledge in happenstance, in-between, serendipitous moments.

Another common disappointment at the large conferences is that the talented speakers and experts who are the biggest draw to attend large conferences are often inaccessible, either surrounded by an almost impenetrable group of fans, friends, and colleagues, or just dropping in for their portion of the schedule and not participating in the greater community for the rest of the conference. Even if they work hard to be accessible, the sheer volume of people at a large conference makes it almost impossible to interact closely with these experts.

Each of the things that frustrated us about large conferences motivated us to put together our own conference that would address these three shortcomings and fact our approach to these shortcomings forms the building blocks of our conference community. We wanted to create an event that has the diversity, breadth, and spontaneity of a conference, but the depth of information and personal connections that are more often associated with a retreat.

Depth. Our sessions are deep. Instructors are selected almost half a year prior to the conference, and we communicate with them throughout the months that they are preparing their lectures. We give them 1.5 hour time slots for their sessions, and we encourage them to focus on addressing the needs of the mid- to advanced-level studio owner. We want them to deliver meat! This approach ensures that their content will be relevant to the beginners as well as the more seasoned photographers. This shouldn’t intimidate the less experienced studio owner, it just helps us make sure that we’re meeting the needs of the larger professional community.

Community. We have built the schedule and physical layout of the conference around the concept that the peer-to-peer networking and mentoring opportunities are of equal value to the conference sessions. There is plenty of time for impromptu mentoring and networking, and we also have scheduled time for 1:1 and small round-table mentoring with our speakers and several of our sponsors (for example, Jared Bauman of ShootDotEdit will lead a small group to whip their pricing and packaging into shape during his allotted mentoring time). All meals are included in the conference fee (breakfast, lunch, and dinner), and we eat together. We have built plenty of time in the schedule for attendees to gather and socialize and because of this structure wonderful things happen! Attendees get more than an idea, more than motivation, more than a plan to move forward; they build real relationships with those who want to help them succeed… relationships that continue beyond the conference and are easily sustainable because everyone is from the same region.

The image above shows one of our innovations this year: a private online community for our conference attendees, sponsors and speakers. Everyone is invited to join and interact during all of 2012, including the months before and after the conference. Conference-goers can manage their class schedule, chat with attendees, speakers, and sponsors, download class materials, and schedule private meetings with others. We are excited to see how our participants utilize this unique tool!

Connections. Our teachers are not always well-known – most of them aren’t on the lecture circuit, and they haven’t proposed their workshop sessions just to become known as “rock star” wedding photographers. They are busy, hard-working photographers who are committed to raising the standards of business and art of photography within their own region, because they recognize that by raising the barre across the region, every studio stands to benefit. We’ve chosen our instructors in part because they’ve expressed interest in learning and participating in this community, and we pay for their lodging and conference fees to enable them to participate fully in the conference community. We know that part of the reason that they are teaching is that they also wish to attend – and not just as an expert, but as a fellow studio owner who recognizes that we can all learn from each other.

Regionality. Oh yeah, did you notice this word that I’ve repeated throughout this post? Region. Inspire is a regional conference. The national conferences are definitely important, offering polished and inspiring speakers with dazzling success stories, diverse trade-shows, and incredible opportunities to mingle with photographers who we either know or admire from across long distances. However, we’ve found that within our region (and perhaps others), photographers are starved for structured networking opportunities, and for relationships with local colleagues. It’s important to cultivate relationships locally: this networking provides emergency backup and other skilled resources within easy reach, and gives opportunity to become more familiar with the local markets. And, with enough critical mass, we believe that a community can actually drive the market – in style, policy, practice, and culture.

We have heard many photographers say they don’t recognize all the names of our speakers. While that presents a small marketing challenge for us, the tradeoff is that every single person who attends inspire – paying ticket-holder, speaker, sponsor, exhibitor, and members of the planning team – will benefit greatly from genuine, deep relationship building with successful studios who are right in their neighborhood. Our speakers are true experts, and we want to facilitate their connection with other photographers within their region. These are relationships that can continue into the wedding season and beyond. We’ve seen photographers meet at Inspire and hire each other as associates, cover for each other in emergencies, and share incredibly helpful information to see each others’ studios grow. We’ve even heard from one person exclaim, “I’ve vacationed with people I met at Inspire!” This was the biggest compliment, because it shows just how well people in our conference community can connect with each other.

You may work alone, but you don’t need to build your business alone. Everyone who attends Inspire finds a welcoming community willing to help.

Be one of the first 5 to use this PROMO/DISCOUNT CODE: 2012TIFFIN and receive $50 off your registration.

In our next post, we will share our strategy for choosing your path in a conference agenda so that you may leave the conference fulfilled and ready to tackle your business!