Networking & Partnering Playbook

Networking and partnering are as important to this meeting as the scientific program itself. The conversations you initiate, the relationships you nurture, and the collaborations you spark can be just as transformative as the data presented in plenaries and posters. This playbook provides a structured approach to making the most of networking opportunities—before, during, and after the meeting.

Whether your aim is research collaboration, clinical knowledge sharing, or business development, you’ll find guidance here on setting intent, identifying the right spaces, crafting outreach messages, running effective meetings, and following up in ways that make connections stick.

Set Your Intent

Before you send your first message or step into a breakout, it helps to define your intent. Networking is more powerful when you know what you want to achieve.

Research Collaboration

Goal: Identify peers working on similar questions or complementary techniques.
Approach: Focus on posters, ePoster discussions, and smaller breakout sessions where methodological detail is shared.
Outcome: Build partnerships for data sharing, co-authorship, or new grant proposals.

Clinical Networking

Goal: Share insights on patient care, trial design, or real-world practice.
Approach: Join clinical translation sessions, case forums, and moderated panels where bedside experiences are front and center.
Outcome: Gain new approaches for trial recruitment, patient monitoring, or therapy implementation.

Business Development (BD)

Goal: Explore potential partnerships, licensing opportunities, or service collaborations.
Approach: Engage in the exhibit hall, industry showcases, and structured networking times.
Outcome: Establish warm leads, schedule follow-ups, and align resources with market opportunities.

By clarifying your intent, you can direct your energy where it matters most and measure success meaningfully.

Find the Right Rooms

Not all spaces are equal when it comes to networking. Choosing the right “room” helps ensure you meet the people aligned with your goals.

Posters

When to Go: Ideal for research-focused networking. Posters allow for informal, technical conversations. Authors are often early-career scientists eager to connect.
What to Expect: A mix of exploratory findings and detailed discussion of methods. Great for identifying collaborators or building awareness of your own work.

Breakouts

When to Go: Best for clinicians, regulators, or anyone who thrives in interactive dialogue. Breakouts are smaller, discussion-driven, and problem-solving oriented.
What to Expect: Participants contributing ideas, sharing experiences, and asking for advice. Excellent for expanding perspectives and identifying shared challenges.

Exhibit Hall

When to Go: Most effective for business development and applied science conversations. Exhibitors include companies, service providers, and sponsors ready to discuss tools, partnerships, or solutions.
What to Expect: Representatives showcasing their expertise in an accessible format. A good place to learn what’s available in the market and how industry partners are approaching innovation.

Each of these “rooms” connects differently to the overall Program Overview. Knowing when to step into which space ensures your networking is targeted, efficient, and rewarding.

For more detail on how sessions are structured, see Session Formats. To learn how to move around the venue smoothly, consult the Virtual Venue Guide.

Outreach Messages in Plain English

Reaching out does not need to be complicated. Here are a few text templates you can adapt to your own voice:

Template 1: Research Collaboration

“Hello [Name], I saw your abstract on [topic]. I’m exploring related questions in my lab and would like to compare approaches. Would you be open to a short conversation during the meeting?”

Template 2: Clinical Networking

“Hello [Name], I appreciated your perspective in the clinical translation session. I work with patients in a similar context and would like to exchange experiences. Are you available for a 30-minute chat?”

Template 3: Business Development

“Hello [Name], I visited your exhibit booth and found your case study on [topic] very relevant. I’d like to explore whether our teams might collaborate. Could we schedule a quick discussion?”

Template 4: General Curiosity

“Hello [Name], I enjoyed your contribution in today’s session. Your comments about [topic] stood out. Would you be open to continuing the conversation informally?”

The key is to keep messages concise, respectful, and clear about intent. By writing in plain English, you make it easy for others to understand what you are asking and why.

30-Minute Meeting Flow

Once you’ve scheduled a meeting, whether in person or virtually, structure helps. A clear flow ensures the conversation is purposeful and respectful of time.

Step 1: Intro (5 minutes)

Exchange greetings and share brief introductions.
Offer a short description of your role and current focus area.
Ask about the other person’s role and interests.

Step 2: Aim (5 minutes)

State your primary reason for meeting: collaboration, clinical perspective, or partnership.
Encourage the other person to share their goals for the conversation.
Confirm alignment on what the discussion will cover.

Step 3: Evidence (10–15 minutes)

Share supporting information for your aim—whether preliminary data, a clinical observation, or a case example.
Invite the other person to share their own relevant evidence or experiences.
Ask clarifying questions and listen actively.

Step 4: Next Step (5 minutes)

Summarize the key takeaways.
Propose a clear next action (e.g., exchange materials, schedule a longer meeting, introduce a colleague).
Confirm how you’ll follow up—email, call, or program messaging.

This structure ensures that even brief meetings are productive, with clear outcomes and respectful pacing.

Follow-Up That Sticks

The true value of networking often comes after the initial conversation. Following up thoughtfully helps transform a one-time exchange into an ongoing relationship.

Notes

Write down key points immediately after the meeting: who you spoke with, what they shared, and any action items.
Use your notes to personalize your follow-up message.

Shared Actions

Reference the action you agreed upon—sending a paper, sharing trial data, or introducing a colleague.
Deliver on your promise quickly. Reliability builds trust.

Timing

Follow up within a week while the conversation is fresh.
If the connection is high-priority, follow up within 48 hours.

Tone

Keep your follow-up concise and professional, but include a personal detail from the conversation. It shows you listened.

Sustaining the Relationship

Stay in touch by sharing relevant updates or inviting the person to future discussions.
Even brief check-ins keep the relationship active.

Good follow-up ensures that networking is not a fleeting interaction but the beginning of meaningful collaboration.

Closing

Networking and partnering are not side activities—they are integral to the program. By setting intent, finding the right rooms, reaching out with clear messages, running structured meetings, and following up effectively, you maximize both your own experience and the value you bring to others.

Partnerships form when people are intentional, respectful, and curious. Use this playbook as your guide to approach networking with clarity and confidence.

For more resources, explore the Program Overview, review Session Formats, learn to navigate through the Virtual Venue Guide, or see related opportunities in Sponsor & Exhibitor. Questions may always be directed through Contact.