Conference Etiquette: Good Habits for a Better Shared Experience

Conference Etiquette: Good Habits for a Better Shared Experience

by | Oct 7, 2025 | Industry Insights

Conference Etiquette: Good Habits for a Better Shared Experience

Conferences are full of opportunities, from catching up with colleagues to meeting new peers and discovering ideas that stick long after the event ends. Keynotes, agendas, and breakout sessions matter, but it’s how we show up as participants that often defines the experience.

That’s where etiquette comes in. Good etiquette is less about rigid rules and more about small, thoughtful habits that make events easier, friendlier, and more enjoyable for everyone. And though these practices may feel simple, the evidence behind them shows they meaningfully shape how we engage, learn, and connect.

 

First Impressions Matter

Wear Your Name With Pride

The humble name badge. It isn’t just a piece of conference swag—it’s a tool for connection and can be the key to easier conversations. The sweet spot? High on the right side of your chest so when you extend your hand for a handshake, eyes naturally land on your name. A visible badge saves people from awkward name-guessing and helps conversations start smoothly.

Did You Know? Remembering someone’s name increases feelings of trust and connection.

 

Bring People into the Circle

Conversations at conferences often happen in small groups. When someone approaches, acknowledge them with eye contact and a quick introduction: “Have you met Jordan? We were just talking about…” This simple act prevents anyone from feeling like an outsider. And if you’re the one entering a group, don’t be afraid to introduce yourself—it shows initiative and breaks the ice.

Here’s the Impact: People who facilitate introductions are often seen as more approachable and socially skilled.

 

How You Communicate

Listening is a Superpower

The best conversationalists are often the ones who know how to listen. Giving someone your full attention makes them feel valued and helps you stand out as a thoughtful communicator.

At the same time, good networking is a two-way street. Share your perspective too, but balance it with curiosity and genuine questions. That mix of listening and sharing transforms small talk into something meaningful.

Evidence Backs it Up: Harvard Business Review reports that people who are active, engaged listeners are consistently rated as more effective and more likable in conversations.

Speak Clearly

Conferences can be noisy, and not everyone hears equally well. Speaking at a comfortable volume ensures that everyone, including those with hearing issues, can follow along.

Consider This: More than 48 million Americans experience some level of hearing loss.

 

Post with Courtesy

Sharing highlights on social media is part of the fun, but not every colleague or speaker welcomes being photographed or quoted. Check the room rules, and when in doubt, ask first. Be thoughtful about tagging others—some people prefer not to be in the spotlight.

Worth Noting: 60% of conference attendees worry about being posted online without consent.

 

Respect Shared Spaces

Make the Table Welcoming

Meals are a natural time to connect, but they can feel intimidating if every chair looks taken. Keeping your bag off the seats, leaving space open, and inviting others to join are small gestures that help the table feel approachable. Often, it’s over a shared meal that some of the day’s best conversations unfold.

Research Shows: According to Harvard Business Review, shared meals help people build trust more quickly, which is essential for meaningful networking.

 

Clean Up After Yourself

It sounds obvious, but it changes the experience for everyone. Shared spaces work best when they’re tidy, and it’s unpleasant to sit down to someone else’s abandoned cup or crumpled napkin. Taking a moment to clear your trash ensures the environment remains pleasant and usable. It’s a small gesture that adds up quickly across hundreds of participants.

Why it Matters: Attendee surveys consistently rank cleanliness and comfort among the top drivers of conference satisfaction.

 

Accessibility Awareness

Small actions make a big difference: leave accessible seating available, use microphones when possible, and respect dietary restrictions at meals.

The Reality: One in four U.S. adults lives with a disability.

 

Get the Most from Sessions

Choose Your Seat with Care

Where you sit can shape the session for others. If you’re staying for the full session, move in toward the middle or front so seats stay easy to grab. If you know you might step out, take a spot near the back. Little choices like this support the presenter, spare your neighbors unnecessary interruptions, and help sessions flow more smoothly.

Interesting Findings: Studies in group dynamics suggest that seating choices influence how connected and attentive a room feels, which directly impacts the presenter’s energy.

 

Be Present in Sessions

When you commit to a session, commit fully. While it’s tempting to check emails during a session, staying off your phone shows respect for the speaker—and your neighbors—and shows you value the event. Plus, you’ll contribute more meaningfully to conversations that follow.

The Science: A University of Michigan study found that multitasking (like switching between listening and checking email) reduces comprehension and retention.

 

Respect the Schedule

Conferences run on tight timing. Arriving on time avoids disruption and reflects professionalism. Even a few late arrivals can break the flow of a session.

Data Shows: Punctuality is strongly linked with perceptions of reliability and respect.

 

Tech Etiquette Counts

Silence your phone, mute notifications, and if you need to step out for a call, do it discreetly. If you take notes on a laptop or tablet, keep it clear you’re engaged by silencing notifications, positioning the screen in view, and minimizing distractions so it’s seen as attentive, not multitasking.

CareerBuilder Survey Says: 70% of professionals believe phone use in meetings is disrespectful.

 

Keep Connections Going

Follow Up Afterward

Conferences don’t end when the last session wraps. If you connected with someone, sending a quick thank-you note or LinkedIn message within a few days helps new connections stick.

The Gap: While 85% of professionals believe follow-up is essential, only about half actually do it.

 

Courtesy Creates Connection

Conference etiquette may sound like common sense, but in the rush of busy schedules, it’s easy to overlook. Yet it’s those small, consistent habits that create a respectful and connected atmosphere.

At the University of Delaware, we design our spaces to encourage collaboration and conversation. Pair those spaces with participants who bring courtesy and consideration, and the result is more than just a conference—it’s a shared experience.

Looking forward to putting these habits into practice? Explore how University of Delaware Conference Services can host your next meeting or event in spaces designed for collaboration and connection.

Our Holiday Wish for You: A Place for Tradition, Connection, and Renewal

Our Holiday Wish for You: A Place for Tradition, Connection, and Renewal

by | Sep 10, 2025 | Special Events & Celebrations

Our Holiday Wish for You: A Place for Tradition, Connection, and Renewal

The holidays arrive each year with a mix of anticipation and nostalgia. They remind us of the traditions we carry, the people who shape our lives, and the simplest of joys—coming together. At a time that often feels hurried, holiday gatherings are a rare chance to pause, reconnect, and share the season in ways that strengthen both our relationships and our communities.

 

The Importance of Gathering in Person

While technology keeps us connected day to day, the holidays naturally welcome us back into shared spaces—where conversation flows more easily and laughter never lags. Simply put, in-person events create energy that can’t be replicated virtually. Whether your company is honoring its employees, your association is recognizing members, or your colleagues are marking another year of growth, being face-to-face continues to foster trust and rekindle a sense of belonging.

 

 

When Traditions Meet New Beginnings

While holidays are steeped in tradition, they’re also a time of renewal. Closing out the year often means reflecting on milestones, challenges, and triumphs—while also looking ahead with fresh intentions. A university campus setting naturally mirrors that balance. Surrounded by spaces built for learning and discovery, we’re reminded that every ending is also a beginning—both a celebration of what’s been accomplished and a spark for what’s ahead.

 

 

Mindful Celebrations During a Busy Season

The holidays can easily feel hectic and transactional—turning the season into one of overcommitment, where celebrations risk becoming another item on an endless to-do list. Gathering in a thoughtful, calming environment helps shift our focus back to what matters: the people in the room. Natural light, flexible spaces, and a setting that encourages your guests to be present can transform a holiday meal or reception into a restorative experience. With experienced event planners managing the details, the weight of logistics is lifted, leaving you free to enjoy the moment alongside your guests.

 

 

The Real Gift of the Holidays: Time Together

At their best, holiday events aren’t about perfection or spectacle. They’re about intention—honoring the traditions that bind us while making space for new memories. They’re about gathering with people who matter and creating moments that carry into the year to come.

After years of hybrid and remote work, it’s especially meaningful when colleagues, alumni, or community members can share space, stories, and traditions face-to-face. At the University of Delaware, venues become more than just settings for events—they’re backdrops that remind us why human connection matters, not just where it happens.

Make this holiday season about real connection. Let’s start planning your holiday celebration.

Who Says You Can’t Go Home? An Invitation to Our Alumni

Who Says You Can’t Go Home? An Invitation to Our Alumni

by | Jun 6, 2025 | Alumni, Conferencing on Campus

Who Says You Can’t Go Home? An Invitation to Our Alumni

Why your alma mater just might be the perfect venue for your next conference or professional event.

Dearest Alumnus or Alumna,

Think back to the last time you visited campus. Maybe it was for a spirited homecoming celebration or a big alumni weekend get-together. Maybe it was to celebrate the graduation of a loved one who followed in your footsteps and earned their degree from UD. Perhaps it was even for your own graduation ceremony. In any case, it’s been too long!

Our alumni hold a special place in our community and form a global network over 200,000 strong. As higher education faces political scrutiny and many of our Blue Hens undoubtedly feel the tension of an unpredictable economy, requests for donations or nudges for nebulous “alumni engagement” can fall flat.

 

So, we’re writing to extend an unconventional invitation: let us host your next conference or professional event here on campus.

 

If you’re feeling more detached from your alma mater lately, you’re certainly not the only one. “49% of institutions report their alumni engagement has declined or flatlined since COVID, with another 7% stating engagement has decreased significantly,” Alumni Access reported in their 2024 Voluntary Alumni Engagement in Support of Education study. They also found that this trend was more pronounced in public institutions.

The decline is even more severe among recent graduates. “Young alumni giving rates have dropped by 18% over the past decade, with many citing a lack of meaningful engagement or perceived value beyond solicitation requests,” according to a 2024 Council for Advancement and Support of Education (CASE) report.

 

Our campus remains a valuable resource for you, even years after walking the graduation stage.

 

We want to remind you that UD’s campus–your former home–is still here for you, far beyond an invite to alumni weekend or a solicitation for donations. During your time as a student, you and the university were partners in your education. In your working professional era, Conference Services is here to renew that partnership by making campus your or your business’s go-to event venue.

Familiar locations and comfortable settings, especially those that recall memories of learning and growth, are an ideal place for business gatherings. Why try to drag inspiration from the eggshell white walls of a sterile conference center when you can step back into a space where your younger mind flourished with new ideas and creativity?

 

Channel the productivity and powerful thinking of your college days.

 

In an interview with U.S. News & World Report, Cara Giacomini, CASE’s vice president of data, research, and technology, divided alumni engagement into four categories: philanthropy, volunteering, experiential, and communications. Asking alumni to give money blindly can come as an unwelcome request in a turbulent time. Conversely, holding experiences on campus is a collaborative and reciprocal investment.

 

Working with Conference Services is a mutually beneficial way to give back to your alma mater.

 

Not only do you get the expertise of our incredible Conference Services team, but you also position your company as a partner of the school. Fellow Blue Hen alums may take note, opening the door for future business and social connections. Current students will see your group on campus and might remember you when starting their job search. Over the duration of your event, you can also build bridges with professors, students, and other members of the UD community.

 

Without a doubt, our Blue Hens are our greatest asset.

 

“We are seeing alumni [be] key to corporate partnerships that evolve, and investments in research and development,” Giacomini said. “This all points to alumni engagement really being about building a much larger community and keeping that community active well past graduation.”

All that to say–we miss you and we hope to see you again!

 

Sincerely yours,
UD Conference & Event Services Team

Want to learn more? Contact a member of our Conference Services team.

How Natural Settings Create Inspiration for Meetings & Events

How Natural Settings Create Inspiration for Meetings & Events

by | Mar 12, 2025 | Beach Retreats, Industry Insights

How Natural Settings Create Inspiration for Meetings & Events

When it comes to corporate gatherings and academic retreats, location matters more than you might think.

While downtown conference rooms and hotel ballrooms serve their purpose, there’s something undeniably special about gathering your team in a natural setting. A retreat venue set in a natural landscape offers refreshing advantages that might be exactly what your next event needs.

Here’s why The Virden Retreat Center could be a game-changer.

 

The Science-Backed Benefits of Natural Environments

Research consistently shows that natural settings have a powerful effect on our brains and creativity. The combination of fresh air, open green spaces, diverse ecosystems, and the gentle sounds of nature creates what scientists call a “nature effect” – a mildly meditative state that can:

    • Reduce stress hormone levels like cortisol
    • Boost creative problem-solving abilities
    • Enhance focus during structured activities
    • Promote more open and genuine communication

When your team is immersed in a natural setting while enjoying a professional, distraction-free environment, you create optimal conditions for productive collaboration.

 

“The key is getting people out of their usual environment, where they can connect in new and meaningful ways.”

– Mike Patterson, Conference Manager, The Virden Retreat Center

 

Wetlands: An Underappreciated Natural Wonder

Wetland environments in particular offer unique inspiration for meetings and retreats. These dynamic ecosystems:

    • Are a significant source of biodiversity
    • Provide ever-changing landscapes that shift with the seasons
    • Connect participants with a vital ecosystem often overlooked in our daily lives

The gentle rustling of marsh grasses and the calls of native birds create a subtle soundtrack that energizes without distraction.

 

Fresh Air Equals Fresh Energy

Ditch the dull, fluorescent-lit meetings and step into a setting where nature fuels connection. A venue set in nature can transform the experience, seamlessly blending work with organic team bonding.

Picture brainstorming sessions that flow into outdoor walks, breakouts with inspiring views, and evening team-building under a sky of stars. No forced icebreakers—just authentic moments through shared outdoor activities as simple as lawn games or mindfulness sessions.

This natural rhythm keeps energy high, prevents meeting fatigue, and fosters real connections. The result? Engaging, memorable meetings that go beyond the conference room.

 

“Meetings in natural settings are simply more memorable.”

– Polly Weir, Director of Conference Services

 

The Perfect Balance of Focus and Restoration

Nature-based retreat centers offer a unique advantage: the perfect balance between connection and isolation. Attendees are surrounded by inspiring landscapes but in a controlled environment that minimizes distractions.

This means your attendees can maintain focus during scheduled sessions, then intentionally use nature time as the perfect reward or refresher. It’s the ideal work-then-play environment that maximizes both productivity and enjoyment.

 

Natural Inspiration Through All Seasons

One misconception about venues located in natural environments is that they’re only suitable for summer events. The truth is that natural environments offer unique advantages in every season:

    • Spring: Awakening ecosystems, migratory birds, and beautiful wildflowers
    • Summer: Lush greenery, active wildlife, and extended daylight for outdoor activities
    • Fall: Spectacular foliage, comfortable temperatures, and seasonal harvests
    • Winter: Stark beautiful landscapes, cozy indoor spaces with nature views, and unique team-building opportunities

The Virden Retreat Center is well-equipped to host your event regardless of season, with comfortable meeting spaces and accommodations year-round.

 

Beyond Nature: Keys to a Great Retreat Venue

While the natural setting is a significant draw, an exceptional retreat venue also provides the comforts and conveniences that make your event truly seamless. One of those conveniences is overnight accommodations.

Staying on-site makes the entire experience smoother and more enjoyable for everyone – allowing conversations and connections to flow naturally beyond scheduled sessions. It saves time, eliminates travel pressure and hassles, and fosters deeper engagement through shared moments outside the meeting room.

Along with lodging, look for:

    • Flexible meeting spaces
    • Quality audiovisual equipment
    • Locally inspired catering options
    • Experienced event coordination

With the right balance of nature and top-tier amenities, your retreat becomes more than just a meeting—it’s an immersive, inspiring experience.

 

“Having everything in one place allows guests to focus on the event while fully immersing themselves in the retreat-like atmosphere.”

– Jerry Martin, Event Coordinator, The Virden Retreat Center

 

The Virden Retreat Center: A Lasting Experience

Perhaps most importantly, meetings in natural settings are simply more memorable. While so many typical professional gatherings blend together in participants’ minds, a retreat at the Virden Center stands out. The blend of professional amenities and access to nature could be just what your team needs to boost creativity and collaboration—creating an experience that participants will remember and talk about long after the event ends.

Want to learn more? Check out The Virden Retreat Center or contact a member of our Conference Services team.

In-Person Meetings: More Vital Than Ever in an AI World

In-Person Meetings: More Vital Than Ever in an AI World

by | Jan 30, 2025 | Industry Insights

In-Person Meetings: More Vital Than Ever in an AI World

In a world where artificial intelligence (AI) is reshaping industries and redefining human interactions, meeting planners face a pivotal question: Are in-person events still necessary?

The short answer is yes.

While AI-powered tools are revolutionizing how we communicate, collaborate, and problem-solve, they cannot replace face-to-face gatherings’ authenticity, connection, and impact. 

Here’s why in-person gatherings remain indispensable, even in a digital-forward world:

 

The Power of Human Connection

At its core, business is about relationships. AI can analyze data with incredible precision and even simulate conversations, but it can’t match the warmth of a handshake, the subtlety of body language, or the energy of face-to-face interactions.

Environments where attendees can engage spontaneously lead to more meaningful conversations and lasting impressions. Whether it’s a shared laugh over coffee or an impromptu brainstorming session in the hallway, these moments can’t be engineered in a virtual setting.

 

Unmatched Engagement and Focus

Let’s face it: virtual meetings often come with distractions. It’s all too easy to check emails, respond to messages, or multitask during a webinar. By contrast, in-person events command attention with attendees being more present, engaged, and invested in the experience.

Live events also offer unique immersive opportunities for learning and interaction in ways that virtual platforms struggle to achieve. A keynote speaker’s charisma, the buzz of a bustling show floor, or the tangible experience of hands-on workshops simply can’t be replicated through a screen.

 

In-person meetings foster trust and camaraderie – often the foundations of successful partnerships and collaborations.

 

Sensory Experiences Matter

Don’t underestimate how the sights, sounds, and atmosphere of in-person events make experiences more memorable. The taste of catered cuisine, the ambiance of a well-designed venue, and the texture of event swag—all contribute to the overall impact. These sensory elements enhance the enjoyment of events while reinforcing key messages and themes.

 

Networking Opportunities Are Irreplaceable

It’s no surprise—one of the biggest perks of in-person events is the unbeatable networking opportunities. Casual conversations during breaks, chance encounters in the elevator, or collaborative discussions at roundtable sessions often lead to new ideas, partnerships, or business deals.

AI may facilitate introductions or match attendees based on shared interests, but the organic nature of in-person networking remains irreplaceable. Prioritizing these opportunities in your event designs—from breakout sessions to cocktail receptions—ensures attendees gain maximum value.

 

A Breeding Ground for Creativity and Innovation

When people come together, the exchange of ideas takes on a dynamic, collaborative energy. Brainstorming sessions, panel discussions, and workshops thrive in the face-to-face environment, where ideas can be built upon in real-time.

Moreover, the physical environment can be tailored to inspire creativity. A well-designed space with interactive installations, engaging visuals, and creative seating can spark imagination in ways a virtual background never could.

 

Attendees are more likely to be engaged at in-person events instead of easily distracted when in a virtual setting.

 

AI as a Complement, Not a Replacement

AI should be seen as a tool to enhance, not replace, in-person experiences—allowing you to offer the best of both worlds. Use AI to streamline registration, personalize attendee experiences, and provide real-time translation, while you focus on fostering connections and creating lasting impressions.

 

Building Stronger Communities

Meetings and events are about more than just information exchange; they’re about building communities by creating a sense of belonging and shared purpose. Attendees leave not only with new knowledge but also with a deeper connection to their peers and industry. This means designing events that prioritize inclusivity, shared experiences, and opportunities for collaboration. We know that when attendees feel part of something bigger, the event’s impact extends far beyond its conclusion.

 

In-person gatherings create a sense of belonging and shared purpose that virtual interactions rarely match.

 

Final Thoughts

It’s tempting to think that AI technology can solve all challenges and replace traditional methods. However, our experienced event planners understand that in-person meetings and events remain vital because they provide something technology cannot—authentic human connection and the spontaneity of shared experiences. We see it happen every day.

At UD Conference & Event Services, we believe fostering these meaningful interactions is more important than ever. By combining AI’s efficiencies with the unmatched benefits of in-person gatherings, you can create events that are both relevant and transformative.

After all, while AI can enhance how we connect, it’s the human touch that leaves a lasting impact.

Ready to plan your next meeting or event? Check out our Meetings & Events page or contact a member of our Conference Services team.