It’s a paradox: conferences connect you with people who can help your venture expand, yet going to them frequently demands a hefty outlay. Costs like plane tickets, transfers, hotels, food and side activities can make these gatherings unaffordable for driven entrepreneurs whose ambitions outpace their finances.
Instead of dismissing these opportunities as too costly, be inventive and persistent. Below are four approaches that helped me attend major conferences at no cost — including the exact emails I used.
1. Volunteer
Many conferences provide complimentary meals and access to most sessions and events in return for staffing one- to four-hour shifts. You may also enjoy extra benefits, such as free parking and exclusive post-conference happenings.
To locate volunteer roles, visit the conference site and search for a volunteer request or a contact person and email. You’ll either find directions on emailing your interest or complete an application form.
When you volunteer, your shift may occur before the conference, during it, or both. In 2012, I contacted the Executive Director of Blogging While Brown to offer volunteer help so I could attend their conference in Philadelphia. I assembled swag bags, prepared nametags and handled other tasks for six hours. In return, I enjoyed free conference meals and sessions, and I applied the $299 I saved on the registration fee toward travel expenses.
2. Apply as Media
Bloggers, podcasters and video creators are increasingly acknowledged for their reach and invited to conferences as media.
Reach out to the conference’s media team to request a press pass. Explain who you are, the name of your site or show, why you want to attend, and the subjects you cover. Sometimes they’ll ask about the size of your audience and might be precise about the topics they expect you to emphasize. For example, to be admitted to the National Restaurant Show as media, you must write primarily about food. Even if you aren’t a food writer, food must be a main focus on your platform.
Other times it’s simply a matter of asking. Here’s my media pass request for the 2014 Illinois Governor’s Conference on Travel & Tourism, which carried a $445 per-person price, including lunch and exhibit-hall access:
3. Apply as a Presenter — If You’ve Got Value to Share
This year, I presented at New Media Expo in Las Vegas, one of the largest blogging and social media conferences. It comes with a steep price: $1,297. Even at 50% off, it’s still $649.
I realized getting accepted to speak at such a prominent event was unlikely, but I decided to try anyway. To my surprise, I received this message:
By speaking, I earned an all-access pass that included meals, entry to the Podcast Awards, parties and speed-networking sessions. I used the money I saved to cover lodging, transportation and other enjoyable expenses.
This route isn’t always feasible, but if you possess unique experience or expertise to offer, applying to present may be your way into a conference.
4. Ask for Assistance
It might seem obvious, yet this tactic is often overlooked.
I was turned down for a volunteer spot at BlogHer, the largest blogging conference for women, in Chicago in 2013. About a week before the event, after reading about all the exciting activities planned, I made up my mind that I would attend — somehow. I replied to the person who sent the rejection:
“Hello, I am currently strapped for cash and would love to attend BlogHer ’13 in Chicago. I applied to volunteer and was denied. What other volunteer options are available? Please advise. Thank you.”
She answered right away:
“Hi Marcie,
Thanks so much for your interest in attending BlogHer ’13. Unfortunately our volunteer positions are currently full, although I am copying our volunteer manager here in case any last-minute slots should open up.
Otherwise, we are happy to offer you a 20% discount off the Blogger Full Conference Pass. Or if you would like to attend one of the pre-conference days (HealthMinder, Viewfinder, or Pathfinder Day) we are happy to offer you 50% off any of the pre-conference passes.”
Those discounts were generous, but I needed her to understand that while I was eager to attend, I truly couldn’t afford to pay. Here’s my reply:
“Good morning, Ms. A,
I’m unable to pay anything at this time; however, please let me know should a volunteer slot become available. Thank you.”
The volunteer manager replied just as promptly. Here’s her email:
I was in! In exchange for three hours of service, I saved at least $600 on conference activities, including pre-conference workshops, meals, the Voices of the Year reception, the fashion show and all the parties.
Your Turn: Have you ever scored free entry to a conference? How did you manage it?
