I remember my first fleet event like it was yesterday – because it kind of was. As a newcomer to the world of fleet management, having just one month under my belt, the prospect of attending the 2025 Government Fleet Expo and Conference (GFX) this past June was daunting. Working at the largest annual conference for public fleets in the country made me feel like an ant trying to climb Mount Washington. I was anxious, riddled with imposter syndrome, and wondering how I would navigate the events, meet new people, and help my Editor in Chief, Nichole Osinski.
Needless to say, I jumped in with both feet and comfortable shoes. I met a lot of people, took lots of videos and pictures, and visited all the booths I could on the expo floor. Best of all, I was able to meet members of the Bobit team I would otherwise never have known. Now that my first fleet conference is behind me, I can share what worked with some tips on how to make the most of your first convention.
Do Your Research
First things first, do your research! If the conference has a website, visit it and look at every link you can. Make sure you look at the schedule and familiarize yourself with the breakdown of the day(s). Check the speakers, themes, and any special nights out that may be planned by event sponsors.
Once you know the schedule, make sure you schedule to arrive the day before the events start. Depending on your proximity to the event location, plan the easiest travel mode to get there. Conference days are long and exhausting; you want to make sure you get enough rest the night before.
If there is a venue map, review it, print it, or have it available on your phone so you know where to go upon arrival.
Be Prepared
With your map on hand and your schedule ready to go, get ready for the day. Make sure to eat well before you arrive and bring some snacks to satisfy your hunger. It gets busy, and finding a moment for a bite can be difficult.
Make sure you dress for comfort. Wearing clothes, you know, will keep you comfortable, will help the event run smoothly. On that same note, wear comfortable shoes! You will, no doubt, hit your step goals on conference day. With all the events happening at the same time, you will be walking up, down, left, and right; you will want shoes that are up for the task.
Bring a bag that you can easily carry for all your supplies. Notebooks, laptops, and phones are key to capturing all the moments and notes you will need for the day, and they can get heavy. Having a bag that you can carry on your back with padded straps is a huge help, freeing your hands and allowing you to bring everything you need without weighing you down.
Utilize your technology. You will be using your phones for sharing contacts, pictures, videos, and other forms of communication. Packing a portable charger and your laptop charger will come in handy. Note-taking software like OtterAI can also help you keep track of important notes from major speaking events and roundtable talks.
Enjoy the Experience
While the lead-up to your first fleet event may be nerve-racking, once conference day begins, it gets easier. The fleet professionals I met at the 2025 Government Fleet Expo and Conference were some of the nicest people I have ever met. Once they learned it was my first fleet event, they welcomed me with open arms. Ask questions, introduce yourself, and be open.
Don’t forget to enjoy the show floor! The vehicles I saw at GFX were amazing, and many were vehicles I have never seen up close. Make sure you attend the ride-and-drive; you may not have another opportunity to hop into the cars you see at the conferences!
Explore the local scene. Going to a conference can take you to places you would otherwise not visit. Once the event has finished, stop by your room and recharge before you head out and explore the local food scene or some shopping malls. Maintaining a work-life balance is important.
Conferences are prime for networking and learning. The people there are industry professionals, many with a lifetime of experience at conferences and in the world of fleet. Talk, shake hands, share a coffee, and most of all, enjoy the moments.
