I recently took off my planner hat and put on my “new-bee” wings at the American Society of Association Executives (ASAE) Annual Conference. Picture this: 5,000 attendees, over 100 education sessions to choose from, a sea of unfamiliar faces, and a trade show that felt like its own mini-city. To say I was overwhelmed might be an understatement. Experiencing this as an attendee gave me a perspective I hadn’t fully appreciated as a planner: the first-time experience can either spark a lasting connection or leave someone feeling lost in the crowd. In this blog, I’ll share my story as a new-bee and translate those lessons into practical tips planners can use to create a more welcoming, engaging environment for first-time attendees.

First-time attendees are more than just newcomers in the room—they represent the future growth and sustainability of an organization. Every seasoned member, loyal participant, or long-time volunteer started out as a “new-bee” at some point. I’m sure many can still vividly recall that experience and how it made them feel. How these first impressions are designed can determine whether someone feels a sense of belonging and chooses to return, or whether they walk away disconnected. By investing in the new-bee journey, planners not only create a welcoming environment in the moment but also cultivate long-term engagement, loyalty, and advocacy for the organization.

“You never get a second chance to make a first impression.” In the weeks leading up to the event, I felt the nerves creeping in. Did I miss something important? How was I going to possibly fit everything into my schedule? What if I didn’t make any new connections? My Type A planner personality was on full display—I was on the event website multiple times a day, combing through every update. The reality, though, is that not all first-timers are like me. Some don’t read a single prep email and walk in without a worry (I’ll admit, I’m a little jealous of those people). This is where planners have to strike the balance: over-communicate for the planners-at-heart and provide clear, simple guidance for those who won’t prepare at all. From websites and confirmation emails to signage and wayfinding, ask yourself: are you setting up your new-bees with the tools they need to succeed?

Preparation doesn’t stop once attendees arrive onsite—and this was one of the biggest eye-openers for me. On day one, I joined a first-timer orientation that included a walkthrough of the massive LA Convention Center. That familiarization was invaluable for the days ahead. One missed opportunity, however, was anticipating the group size: about 100 of us gathered, but in a wide-open atrium with no microphone, many couldn’t hear. My takeaway? As planners, think ahead—use registration to gauge numbers, or create a way for attendees to RSVP for orientation. And if logistics onsite make this tricky, consider a virtual orientation a few weeks before the event to walk through what first-timers can expect.

Another standout feature was “The Hub,” a meetup spot on the trade show floor designed for first-timers to connect with one another, staff, and key leaders. Knowing this space existed made the trade show—something that could have been overwhelming—feel much more approachable. It became a home base where I didn’t feel so anonymous. Planners should consider similar touchpoints: whether it’s a designated lounge, a coffee meetup before a general session, or a welcome table in the expo hall, intentional spaces help new-bees feel seen and supported. While I was fortunate to attend ASAE with eight colleagues, I couldn’t help but think how different my experience would have been if I had come alone. For solo attendees, these hubs aren’t just nice-to-have; they can make or break the conference experience.

Stepping into the shoes of a new-bee reminded me of something powerful: first-timers don’t just need logistics—they need connection, clarity, and community. As planners, it’s easy to get caught up in the thousand moving parts of an event, but we can’t forget the individuals walking in for the very first time. By investing in thoughtful first impressions, clear communication, intentional orientation, and welcoming spaces, we not only set up our new-bees for success but also strengthen the long-term health of our organizations. After all, today’s new-bee is tomorrow’s loyal attendee, engaged member, and even future leader.