TEA Wellness Council Presents: The Tradeshow and Conference Survival Guide

With IAAPA Expo 2026 right around the corner, the TEA Wellness Council has created a guide to help members survive – and thrive – during the conference. This curated list of tips is perfect for IAAPA Expo and every other conference and tradeshow experience.

PHASE 1: PRE-GAME Preparations

Having a fun, enjoyable and (relatively) stress-free conference starts even before you leave your office – and home.

1. Get the Lay of the Land | Set up the number of meetings you think you can handle in a week (don’t overdo it) and make sure to allow for travel time in between meetings.  Have a schedule in-hand - printed if necessary - with your daily schedule and the booth numbers of whatever exhibitors you plan to visit. Utilizing the conference or Expo app can also help you coordinate your schedule.
2. Do Your Research | Read websites and articles about the company or people you are interested in meeting and make notes with potential talking points. Then you’ll be ready to hit those mixers with conversation starters in mind. Remember – people love talking about themselves!
3. Pack for Flexibility | Most people walk the convention center floor by day and then have events in the evening. Allow enough time in your schedule for outfit changes and pack multiple outfit changes, as well having a light layer on hand as you move from indoors to out.
4. Remember Comfort | Footwear really does affect your conference experience. Prioritize comfort and support. If you must wear those fabulous heels, wear sneakers or flats to the show floor or party and then slip on the Louboutin’s when you arrive.
5. Practice, Practice, Practice | You’ve made your plan, done your research and packed your bags. Now let’s get psyched up! Practice your elevator pitch: how can you describe yourself, your skills, and your goals in 30 seconds or less?

PHASE 2: THE MAIN EVENT

Now it’s time to maximize your focus, stay energized and keep your sanity. 

• Travel Time | If you are traveling from abroad, try to avoid alcohol and drink water on the plane. Upon arrival, adjust your sleep and mealtimes to the new time zone. Both tips will help prevent jet lag.
• Water you doing? | Stay hydrated. Bring a refillable water bottle with you; most conference centers offer water stations where you can refill throughout the day. Hydrating with coffee or soda can actually create more fatigue, not less.
• Food for Thought | Remember to eat and build in break times to sit for a moment and eat. It’s also a great idea to pack healthy snacks in you backpack or purse.
• Take a Break | Find a quiet space. Conference sessions, mixers and show floors are noisy and busy. Grab moments of peace of quiet for yourself.  
• Breathe Fresh Air | TEA often hosts events such as Netwalking during events for opportunities to get out and move in the fresh air. Or find the time to walk outside by yourself.
• Get Moving | You can still keep your regular workout routine either by using your hotel’s workout room or heading outside for a quick walk or jog. Invite a colleague to join you!
  • Special Note for IAAPA Expo 2026 Attendees: Feeling like moving with fellow TEA members? Join the TEAm and run, walk, or stroll during the 20th Annual IAAPA Footprints from the Heart 5K Fun Run and 1-Mile Walk at Give Kids The World Village on Thursday, 19 November. The TEAm is made up of participants who want to come together for a heartfelt morning of exercise and connection while supporting a great cause. Register now and choose to join the TEA 2026 team.
• Pace Yourself | Conferences can be whirlwind of back-to-back meetings, sessions, dinners and parties, and you don’t have to accept every invitation. Coordinate with your colleagues so you can divide and conquer to meet your professional and personal goals.
• Take Note | As you have conversations throughout the week, remember to take clear notes as you go, even if it’s a quick jot on a business card. This will help you with post-conference reports and follow-up.

PART 3: THE FOLLOW-UP 

Congratulations, you survived the week! Now what?

• Rest and Recover | Tradeshows and conferences are a lot, physically and mentally.  If possible, give yourself few days to recover and return to your regular routine. Take a nap, curl up with a good book or binge-watch your favorite TV show.
• Jump Into Follow Up Mode | Write your post-show report while the memories are still fresh. Go through that stack of business cards, send out thank you’s, and input your CRM data. Remember to send prospective clients a note recapping key points and summarizing next steps.

We hope you enjoyed our conference tip rundown! Learn, connect, and remind yourself that we get to play in the most fun industry on the planet.  On behalf of the TEA Wellness Council, we hope you have a successful IAAPA Expo week.