Points of etiquette when attending B2B conferences & workshops

First appearances mean a lot in both personal and professional settings. The etiquette you display puts a positive foot forward — it is how potential clients, colleagues, managers and other professional peers perceive you.

Unfortunately, etiquette is sometimes a difficult thing to understand. In a research project at Southern Adventist University, people were surveyed on civility:

These statistics show a discrepancy between the manners people expect and those they display. It is worth taking the time to consider what proper etiquette looks like in a business environment, so you make the best possible impression on the people you work — and will work — with.

Before any significant formal or professional event, you will likely receive an invitation asking you to RSVP. This gives the host an idea of who is coming and what to expect.

Respond as quickly as possible — never let an invitation sit unanswered for more than a week if you can avoid it. If you have to cancel, notify the host as soon as you can, ideally with an apology email or letter if you can't share your regrets in person.

When you enter a room, you should have a plan. Who are you going to talk to? What are you going to talk about? Create a map if you need it — it helps you reach everyone you intend to without repeating conversations or coming off as lost, and makes you look more organised.

Don't stick around the entrance; people there are likely nervous or busy preparing. Step deeper into the event as you work your way around. It's also a good idea to avoid the food tables — it's hard to connect with people while they're eating or checking in.

Consider what clothing fits the event. A formal setting is not the place for a t-shirt and jeans — you'll need to fall somewhere on the spectrum from business casual to strictly formal. Many RSVPs and invitations will outline the dress code.

At casual events, you might show up "fashionably late". In professional and formal settings, this isn't the case. Arriving late means missing important parts or slowing things down, and it comes across as rude. Always show that you recognise the importance of the event and appreciate the invitation.

Start with a strong introduction. Clearly state who you are — your name, and who you are as a professional: your job title or position in your company.

If you're sitting when you meet someone, stand up to introduce yourself and shake their hand. Your grip should be firm, but not too hard or too long — that can come off as aggressive. If you're hosting, you should initiate the handshake.

It's tempting to check email or take calls wherever you are, but as a rule of thumb your phone shouldn't be out at formal or professional events. Standing off to the side on your phone risks looking antisocial; checking it mid-conversation suggests the phone matters more than the person in front of you.

Tapping your foot or drumming your fingers suggests boredom; slouching in a meeting suggests you aren't taking the conversation seriously. Most importantly, make eye contact with the person you're speaking to.

“If you were talking to someone and they were looking around the room, would you feel listened to?

Work gatherings are a place to talk about work. A semi-personal question — asking how an acquaintance's weekend was — is fine, but these settings are not the place for gossip. Speaking negatively about colleagues reflects back on you.

If you disagree with a colleague about a project, schedule a meeting or discuss it one-on-one rather than calling them out in front of peers who aren't part of it. This is a sign of respect.

Following up solidifies the connections you've made and shows you remembered them. Send notes thanking the hosts or letting people know you were glad to meet them — today, usually by email.

Individualise every note: address people by name so they know the meeting made an impact. Never send the same thank-you as a mass email to 30 people — it comes off as lazy.

Conclusion

Formal and professional events are often intimidating. Once you know what to do, they're much easier to handle. Follow these tips so your next formal or work event is a success.