Conqueror Freight Network’s Annual Meeting is a cornerstone event for independent freight forwarders, offering a unique chance to meet face-to-face with fellow members and explore new business ventures. These one-on-one meetings are a crucial platform for building strong relationships, discussing collaboration, and identifying new project opportunities across global trade lanes.
To make the most of these meetings, preparation is key. This guide will help you get ready with practical steps and insights to ensure your meetings at lead to successful outcomes.
Understand the Power of Networking at Conqueror’s Annual Meeting
Conqueror’s Annual Meeting is not just another conference. It’s a powerful event where freight forwarders can meet face-to-face with like-minded professionals. These in-person meetings, much more impactful than virtual discussions, allow members to solidify trust and explore potential business partnerships.
- Unique networking opportunity: The One-on-one meetings at Conqueror’s Annual Meeting provide the rare chance to discuss specific projects, explore new business areas, and resolve operational challenges directly with partners.
- Build trust through in-person interaction: Personal interactions during the meeting can fast-track relationships that may have taken months to develop remotely. These meetings help you engage more personally with other forwarders and build lasting partnerships.
- Find new projects: Many Conqueror members find their best project opportunities during these face-to-face interactions, where both parties can quickly assess each other’s needs and services.
Select Which Partners You Want to Meet
After registering for the conference, the next thing you need to do is start preparing for your one-to-meetings with your network partners. Planning who you want to meet and why is essential to making the most of your one-on-one meetings. Here’s how to get ready before scheduling your appointments with network partners.
Target Key Markets: Review the countries or regions that are critical for your business growth and focus on companies from those areas.
Strengthen Existing Relationships: Identify partners you’re already working with. Face-to-face meetings can help reinforce these connections.
Find New Partners: Research new members in the network who could become valuable collaborators in the future.
Seek Potential Leads: Look for companies that might be interested in your services. This is your opportunity to present your offerings to new partners.
How to Research
The Members Area is your best resource. Accessible via the website or mobile app, each member’s profile includes:
- Website, years in business, and key services
- Certifications and contact details (including WhatsApp and email)
- Office photos and team information
This detailed information helps you find partners that match your business needs.
One-to-One Meeting Scheduler and How to Use It
Conqueror Freight Network offers members a program – the One-to-One Meeting Scheduler – to easily book meetings with partners. As a delegate, you can book up to 32 one-to-one meetings with your network partners. Normally, it opens one month before the Annual Meeting starts, so it is important you have collected this information before this program opens.
In this program, you can see the delegates list, their company’s profile, and you will be able to “Download your agenda”. In order to make the most out of this meeting, we recommend that you book as many slots as possible.
Some of the most common questions about the right use of the meeting scheduler is answered below.
- When do I have to book my meetings? You need to book your meetings two weeks prior to the conference.
- How the scheduler works? On the day the scheduler opens, Conqueror’s head office will send delegates an email with the link and their personal login details to book the meetings they want to have on the Meeting dates. There are 2 different ways to schedule your meetings:
- By Country: You can search the company by introducing their country
- By slot: Choose the time when you would like to schedule a meeting and then choose the company
- If you book a meeting, the meeting gets confirmed, you do not need to receive a confirmation from the company you have invited.
- Your scheduler will show all your meetings, including meetings that other participants have invited you to.
- In case you are not available for certain times, you can click on the “Block” button at the right corner of each meeting slot.
- In case the company you want to meet has not availability, try to write them, so that you can meet them during coffee breaks, lunch, Cocktail, Gala Dinner, etc.
Just Before the Meeting
Before the meeting, review your list and gather materials like business cards, brochures, and service information. Additionally, researching the other party is essential:
- Research their company:
Learn about their services, specializations, and market reach. Do they focus on air, sea, or road freight? Do they operate in key trade lanes that align with your business? - Understand their pain points:
Familiarize yourself with challenges they may face, such as customs regulations or capacity issues. Offering solutions can make your pitch more valuable. - Explore their network:
Look into their major trade partners and regions of operation, especially if you’re seeking collaboration opportunities. - Check LinkedIn and industry profiles:
Understand the individual’s professional background to tailor your conversation.
Clarify Your Goals
Defining clear objectives for the meeting will help you stay focused and measure success.
- Define priorities:
Are you looking for new partnerships? Exploring collaboration in specific trade lanes? Discussing service agreements or operational challenges? Decide on your goals before meeting your partners.
- Set a primary goal:
Decide on a key takeaway, like securing a new agency agreement or exploring complementary services. - Identify secondary goals:
Even if the primary goal isn’t met, other benefits could include learning about new markets or building rapport.
Prepare Your Presentation or Pitch
Time is often limited, so ensure your pitch is concise and engaging.
- Craft an elevator pitch:
Summarize your company’s value in a clear, compelling way, highlighting what makes your service unique. - Tailor your pitch:
Adapt your presentation to the specific company or person. Focus on mutual interests to create a shared purpose. - Prepare talking points:
List key points like service capabilities, tech solutions, and global partnerships.
Gather Supporting Materials
Bring materials to reinforce your pitch and leave a lasting impression.
- Company brochures or presentations:
Outline your services, trade lanes, and industry achievements for a tangible reference after the meeting. - Market insights or case studies:
Share relevant data or case studies that showcase your success in certain sectors. - Business cards:
Always exchange contact details. - Meeting notes or an agenda:
Jot down questions or topics to guide the discussion.
Plan Questions to Ask
Ask thoughtful questions to engage the other party and show genuine interest.
- Business challenges:
Ask about their operational or market challenges to suggest relevant solutions. - Expansion plans:
Inquire about their future growth, which could open collaboration opportunities. - Unique selling propositions:
Understanding what sets their company apart helps identify synergies.
Practice Active Listening
Active listening is crucial for a balanced conversation and to uncover key details.
- Make eye contact:
Stay engaged through eye contact. - Take notes:
Note important details to follow up on after the meeting. - Acknowledge their input:
Verbally or non-verbally affirm that you’re listening.
During the Meeting
Be concise, present your value clearly, and listen actively. Conclude with clear action steps.
- Summarize key takeaways:
Recap the discussion, highlighting action points. - Propose follow-up actions:
Suggest the next steps, whether it’s another meeting, exchanging more details, or exploring business opportunities. - Set deadlines:
If applicable, set a timeline for the next steps. - Leave the door open:
Even if no immediate opportunities arise, express interest in future collaboration.
Follow Up After the Meeting
After the meeting, follow-up is key to turning conversations into action.
- Send a thank-you email:
Within 24–48 hours, send a follow-up email thanking them and summarizing key points. - Provide additional information:
Send any promised details, like proposals or case studies. - Stay in touch:
Even without immediate business opportunities, continue nurturing the relationship.
Final Thoughts
Conqueror Freight Network’s Annual Meeting provides an ideal environment for independent freight forwarders to expand their business horizons through personal, one-on-one meetings. For independent freight forwarders, preparing for one-on-one meetings is crucial to building relationships and seizing new business opportunities. By doing your research, setting clear goals, and actively engaging in meetings, you’ll be well-positioned to succeed in your discussions.