PhD Talk for AcademicTransfer: Smart planning of conference travel
This post is part of the series PhD Talk for AcademicTransfer: posts written for the Dutch academic career network AcademicTransfer, your go-to resource for all research positions in the Netherlands.
These posts are sponsored by AcademicTransfer, and tailored to those of you interested in pursuing a research position in the Netherlands.
If these posts raise your interest in working as a researcher in the Netherlands, even better – and feel free to fire away any questions you might have on this topic!
Over the past years, I’ve changed the way I approach conference travel. Where I used to treat conferences as standalone events (fly in, present, attend sessions, fly out) I now see them as anchors for a broader set of academic activities.
This shift didn’t happen overnight. It came from realizing just how much time, energy, and budget goes into a single trip, especially when traveling from Ecuador. Long-haul flights, significant costs, and time away from regular responsibilities mean that every trip should count.
Increasingly, I’ve started to approach conferences as part of a larger strategy: combining them with research visits, institutional meetings, and hands-on academic activities. This approach aligns with the intentional planning practices I try to focus on to be better organized and get a lot of bang for my buck.
Here are some of the practical ways I now make the most out of conference travel:
- Define clear goals before the conference
I no longer “wander” through conferences. Before I leave, I make a list of who I want to meet (and often, schedule meetings in advance), which sessions are essential, and what outcomes I’m aiming for. This could include discussing a potential collaboration, getting feedback on a proposal idea, or exploring funding opportunities. Having these goals keeps me focused and ensures that my time at the conference is intentional rather than reactive. It may sound very utilitarian – and I do still enjoy random conversations and evening beers with colleagues, don’t get me wrong – but I also make sure I can move work forward while being at a conference. - Combine conferences with research visits
Since travel from Ecuador is both long and expensive, I look for ways to extend the trip. If I’m already traveling internationally, I ask: which universities or research groups are nearby? Can I add a few days to visit them? This way, a single flight supports multiple academic objectives. - Leverage institutional connections
When planning a university visit, I don’t rely solely on personal contacts. I also reach out to the international office at my university to see if they can connect me with a counterpart abroad. This means meeting someone at the vice presidency of research or a similar office, to match my current role and responsibilities. These meetings elevate the visit beyond individual collaboration and open doors for institutional partnerships. - Engage with research groups on-site
Visiting a university is not just about having coffee meetings. I make it a point to visit laboratories, meet students, and, if possible, observe experiments or fieldwork. These experiences provide a much deeper understanding of the work being done and spark new ideas for collaboration. - Schedule actively but realistically
I’ve learned to “pack” my schedule with meaningful activities, but I also try to avoid the trap of overcommitting. I have had to drop the ball on some meetings during visits as it simply wouldn’t fit in the schedule anymore. From these experiences, I learned that ideally I have everything figured out before I travel, as a vague commitment of “dinner when we have time” is often harder to organize with everything else that is moving around during a trip. I am for a schedule that is structured and purposeful. - Optimize logistics in advance
One lesson I learned the hard way was during a trip to Japan. I stayed in Tokyo and took train trips to places like Kobe and Kyoto. While feasible, it was far from efficient. Now, I carefully plan my logistics: where to stay, how to move between locations, and when it makes sense to relocate instead of commuting. Small logistical decisions can have a big impact on how much you get out of a trip. - Prepare an institutional “pitch”
I always carry a short presentation about my university and our research activities, as well as a few flyers of our international programs. This allows me to showcase what we do and identify opportunities for collaboration. It’s a simple step, but it makes conversations more concrete and productive. - Bring a personalized gift
This might seem like a small detail, but bringing a small gift helps build relationships. It shows appreciation and creates a positive impression, especially when visiting colleagues or institutions for the first time. - Align activities with broader research goals
Every meeting, visit, and activity should connect back to your larger research agenda. Whether it’s building collaborations, learning new methods, or increasing visibility, the trip should contribute to your long-term objectives rather than being an isolated experience.
In conclusion, combining conferences with research visits has changed how I experience academic travel (and eases some of my flygskam, although not much). What used to feel like a series of disconnected trips is now a coherent strategy that supports my research, collaborations, and institutional engagement. It requires more planning upfront, but the return on investment in terms of time and budget is higher.
At the same time, my approach is still evolving, especially since I have taken on an academic leadership position just very recently. The key takeaway is not to aim for perfection, but to be intentional. With clear goals, thoughtful planning, and a willingness to adapt, conference travel can become better aligned with our daily academic activities.
Do you add extra activities to your conference trips?
