“Networking is not about just connecting people. It’s about connecting people with people, people with ideas, and people with opportunities.” — Michele Jennae
Conference networking is one of the biggest reasons people attend forensic events, but let’s be honest—not all networking opportunities are created equal. The formal mixers, stiff meet-and-greets, and awkward icebreaker activities can sometimes feel forced and exhausting.
That’s why hosting an informal meetup during a forensic or scientific conference can be a game-changer. When done right, it gives attendees a chance to unwind, connect on a real level, and actually enjoy themselves outside of the structured sessions. If you want to throw a meetup that people will actually want to attend, here’s how to do it.
But how do you host a conference meetup that attendees are excited to join? If you want to throw a meetup that people will actually want to attend, here’s how to do it.
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The Power of Informal Networking
Not every valuable connection is made in a session or workshop. Some of the best conversations happen over a drink, in a relaxed atmosphere, where people feel comfortable enough to be themselves. Informal networking gives attendees a chance to:
- Recharge. After a long day of learning, a fun meetup is the perfect way to decompress.
- Drop the formalities. No rigid structures, just real conversations.
- Talk about more than work. Sure, forensic science is the common ground, but people also want to connect on a personal level.
- Build stronger relationships. People remember genuine connections, not just business card exchanges.
Our Experience With Conference Meetups: What Works
We’ve hosted conference meetups that were a huge success, and it all comes down to knowing our audience. The forensic professionals we connect with want to have fun, let loose, and enjoy a well-earned break from the formalities of the conference.
🎹 The Piano Bar Conference Meetup
What we did: Reserved tables at the Bobby McKey’s Dueling Piano Bar and covered the door charge for those who RSVP’d.
What happened: Less than 10 people confirmed, but more than 3x showed up!
Why it worked: There was food, drinks, live entertainment, and even some forensic professionals getting up on stage to sing! The vibe was fun and relaxed, and we stayed until closing time.
🍸 The Hotel Bar Conference Meetup
What we did: Hosted an open invitation meetup at the Terrace Lounge in the Peppermill Resort where the conference was being held.
What happened: Attendees could come and go as they pleased. A live band played, and we handed out free challenge coins as an extra draw.
Why it worked: Convenience was key. No extra travel, no strict schedule—just a fun, easy way for people to meet up and chat.
How to Plan Your Own Conference Meetup
If you want to host a meetup that people actually want to attend, you need to plan with your audience in mind. Here’s how:
1. Know Your Audience & What They Want
Before choosing a venue or activity, ask yourself:
- Does my audience prefer small, intimate gatherings or bigger, high-energy events?
- Would they enjoy a casual bar setting, or something more structured like a themed activity?
- What’s the overall vibe they’re looking for—laid-back and fun, or still somewhat professional?
For forensic professionals, it’s often about escaping the formalities of the conference for a few hours. That means picking a setting where they can relax, have a drink, and talk about real things—not just work.
2. Pick the Right Venue
The best venues are:
✅ Close to the conference location. Walking distance is ideal.
✅ Casual and welcoming. Think bars, breweries, or fun activity-based spots like an escape room or ax throwing.
✅ Easy to find and enter. Avoid complicated reservations or cover charges if possible.
✅ Able to accommodate your expected crowd. Some spots are great for small groups, while others work better for larger turnouts.
3. Time It Right
Your meetup should fit into the natural flow of the conference. Some key timing tips:
- After dinner is best. People will have already eaten, so you don’t have to provide food.
- Avoid conflicting with big conference events. Check the schedule first.
- Late enough to be social, but not too late to lose attendees. 8 or 9 PM is usually a sweet spot.
4. Spread the Word Effectively
A great meetup is useless if no one knows about it. Here’s how to get the word out:
- Email your audience at least a week or two in advance with meetup details and an RSVP link.
- Mention it in your sessions if you’re speaking at the conference.
- Post about it on social media with clear details.
- Tell people in person while at the conference—word of mouth is huge!
We use MailerLite to manage all of our email campaigns, including ensuring that our audience gets timely updates and RSVP links for our meetups. If you’re looking for an easy-to-use email marketing platform, check out MailerLite and get $20 off your first month.
5. Make It Welcoming
No one wants to show up to a meetup and feel awkward or ignored. Here’s how to ensure a warm, inviting atmosphere:
- Greet attendees personally. Walk up, introduce yourself, and thank them for coming.
- Introduce people to each other. If you notice two people from the same city or similar backgrounds, connect them!
- Have a giveaway or fun element. Free challenge coins worked great for us. You could also do stickers, drink tickets, or small swag items.
Common Mistakes to Avoid
🚫 Not promoting it enough. If people don’t know about it, they won’t show up. Start spreading the word early!
🚫 Picking a bad location. Too far, too small, or too exclusive? People won’t make the effort.
🚫 Forgetting to engage. As the host, your job isn’t just to show up—it’s to help create a fun, welcoming environment.
Conference Meetup Event Ideas to Consider
If a bar setting isn’t your style, here are some other meetup event ideas that could work well:
- Escape room challenge – Great for small groups who want to bond over a fun activity.
- Ax throwing night – Perfect for high-energy attendees looking for something different.
- Karaoke night – Who doesn’t love belting out a tune after a long day of sessions?
- Trivia night – A laid-back way to engage people in friendly competition.
- Coffee and breakfast meetups – Ideal for early risers who want a quieter networking option.
The key? Know your audience and pick what fits best!
Why Informal Networking is Just as Valuable as Official Sessions
Conference networking isn’t just about swapping business cards. It’s about building real relationships that last beyond the event. Informal meetups provide:
- Stronger connections. People remember fun, meaningful interactions more than forced introductions.
- A break from the professional front. It’s refreshing to talk about life, not just work.
- More opportunities to engage. Some people skip formal networking events, but they’ll show up for something fun.
When you plan a meetup that’s easy, engaging, and aligned with what your audience actually wants, you create a conference experience that people look forward to every year.
So go ahead—plan your meetup, spread the word, and get ready for a great night of networking (the fun way). Cheers! 🍻
For more insights on forensic conference networking, explore our comprehensive guide on how to make the most of forensic events when time is limited.
