Mixed in with my experiences, these 12 tips from fleet managers and industry pros will help you maximize your work trip and return home with the most value.
I remember my first fleet event — it was NAFA FMI in Atlanta in 2004. (NAFA’s event was called Fleet Management Institute before I&E.) It was a whirlwind. Just booking the travel by myself was fraught with second guessing. At the event, I felt like literally everyone already knew each other. It seems that everyone was friends; how is that possible?
Nonetheless, I dove in with eyes wide open. I took a ton of notes and I met people, but I couldn’t shake that outsider feeling. And when I was in the taxi going back to the airport, I remember I left our company’s camera — the one with the award photos — on a table in one of the conference rooms. Yikes.
I have to think hard to put myself in those shoes again. Yet in that spirit, I offer this blog to those who may want some advice from an old-timer.
Along with my notes, I asked the fleet community to weigh in on the topic via LinkedIn and organized in these 12 buckets of advice.
Know the Fleet Calendar
Knowing what’s out there is the first step to planning your professional growth. Here are the major fleet-specific shows to keep in mind as you plan your year:
In the spring:
Work Truck Week: in Indianapolis and organized by NTEA, the go-to for truck and equipment fleets.
ACT Expo: a West Coast event focused on clean fuels and advanced commercial vehicle tech.
International Car Rental Show: a BBM event specific to the auto rental industry and drawing attendees from around the world.
NAFA Institute & Expo: the major public and private fleet gathering hosted and run by NAFA-the Fleet Management Association.
Government Fleet Expo: from BBM, for government and law enforcement fleets.
In the fall:
In addition to these events are several large, invite-only events run by vendors and automakers for their clients and partners, as well as events run by associations such as MEMA, Clean Cities, and Calstart.
Make a Plan Before You Arrive
“Review the sessions prior to arriving and rank your choices,” advised Nancy Murray, CAFM, sr. manager of general services and travel at Agfa. “If one room fills up, you’ve got a backup without wasting time.”
“Map your show!” added Erin Gilchrist Rugg, award-winning fleet leader. “Some apps let you tag booths and view maps. If not, create a booth list by number so you can move efficiently on the expo floor.”
Target Your Meetings Ahead of Time
“Where possible, I like to connect with exhibitors beforehand,” said Nima Mobasser, a car and van leasing specialist. “It makes the conversation more efficient and helps you decide who to prioritize or skip once you’re there.”
Matthew Betz, a Fleet Hall of Fame inductee and longtime advisor, added: “Tell your boss the three things you’ll learn and how you’ll get the info, what sessions you’ll attend, booths you’ll visit, and who you’ll meet. Then make those meetings happen.”
Get Organized for the Show Floor
Comfort and prep go a long way. “Wear comfortable shoes!” urged Lauren Fletcher, VP of Content at BBM. “And talk to people. If you see someone alone, strike up a conversation. If you’re alone, find a small group. They’ll welcome you.”
Elizabeth Schlicht, executive director and association leader, recommends: “Bring a jacket or sweater. Session rooms and expo halls are often chilly. And jot down your top two to five issues. Be open with others about what you're looking to solve.”
Don’t skip the scheduled networking events either — as Schlicht notes, they’re some of the best ROI moments of the event.
Take Notes Like You’ll Share Them
“You’re not just taking notes for yourself,” is one piece of advice I’ll impart. “You’re taking them for your team.”
A reporter’s notebook fits easily in a sportscoat pocket. And use your phone: Record using a transcription app like Otter or Firefly, which organizes the recording into notes for you.
Amy McAdams, CAFM, fleet manager at Diebold Nixdorf, suggested: “Take tons of photos of slides and vendor products. And make those LinkedIn connections — you never know where the next great idea will come from.”
Upon your return, feel free to send those notes to your team unsolicited. They’ll appreciate the insights.
Don’t Skip the Booths
The expo floor is packed with opportunities to get hands-on experience and compare tools side by side.
“Talk to vendors and learn what they’re doing with other fleets,” said Matthew Betz. “Be curious and pay attention to new tech. It may solve a problem you don’t even have yet.”
Talk to People
“Introduce yourself and share your challenges,” said SuYvonne Bell, commercial fleet & field operations leader at Gilead Sciences. “I attend one or two sessions outside my core industry. You learn how others approach fleet safety, maintenance, and compliance — and make great new connections.”
Amanda Huggett, executive editor at BBM’s School Bus Fleet, added: “After the show, look up new connections on LinkedIn. I write follow-up notes on the back of business cards to jog my memory.”
Being New Is Your Superpower
“This is my first time — what should I not miss?” is a phrase alone can open doors.
“People want to help,” said Schlicht. “Being open helps others connect you to the right expertise.”
At the 2025 NAFA I&E in Long Beach, California, I moderated a session in which an industry newcomer stood up and shared that she was really green on the concepts discussed.
After this moment of vulnerability, four other attendees stood up and offered her their expertise as a mentor.
Plan Your Energy, Not Just Your Day
“Conferences are exhausting,” said Danita Park, energy executive and EV strategist. “Map your energy. Schedule breaks, bring protein snacks, stay hydrated, and get some daylight.”
Kate L. Harrison, VP of Marketing at Inspiration Mobility, echoed that: “Do not underestimate the importance of eating and drinking regularly. Pack a granola bar and keep a water bottle on hand. I’ve seen burly men faint!”
Take the Ride & Drive
“If there’s a ride and drive, do it,” said Eric Richardson, strategic mobility advisor. “You can’t evaluate a vehicle without getting in it. And they’re fun!”
If You Can, Explore
Conferences, expos, and shows will take you to places you may never have visited if you weren’t in the industry. Memorable work trips to Memphis, Amelia Island, Savannah, Napa Valley, Austin, the Rocky Mountains, and overseas to Ireland and Brazil.
If you have any pangs of guilt that you’re on a work trip and taking time off for yourself, don’t — getting to know a new place is an education for yourself. I took the afternoon off at a conference in New Orleans and explored the city. I don’t regret it.
Follow Up Fast
Don’t wait. Review your notes, reconnect with the people you met, and share what you’ve learned with your team. The faster you follow up, the more value you’ll bring back.
Conventions can be overwhelming, but they’re also career accelerators. I’ve found that the face-to-face interactions you have within three days will multiply your virtual rolodex by 10x and jumpstart long-lasting career relationships.
Oh and that camera in Atlanta in 2004? I found it right where I left it.
