Hundreds of financial and insurance conference planners, hoteliers, and representatives from other vendor organizations such as destination management companies, convention and visitors bureaus, speakers bureaus, and more are getting ready to gather at the Fontainebleau Miami Beach for the 53rd Financial & Insurance Conference Planners Annual Conference. “This conference will be among the largest in recent years,” says Dan Young, 2010 FICP president, and director of event planning and field recognition at Thrivent Financial in Minneapolis. “What makes FICP events unique is that our goal for the planner-to-hospitality-partner ratio is 1-to-1.5. That makes for a quality, rich, networking experience.”

If you’ve attended the annual conference in the past, you’re getting ready to greet good friends and take home the education and experience that will help you in your own job. If it’s your first time, you might be wondering what to expect. FICP presented a first-timer’s webinar recently to cover the basics and answer questions. In case you missed it, here are some of the tips that were shared:

1. Be ready to network. That’s the No. 1 benefit attendees report from the annual conference, says Cindy Wheaton, FICP past president, and manager, group meetings and incentives, Nationwide Financial Network in Columbus, Ohio. Wheaton is also chair of the 2010 Annual Conference, and as such was one of those who developed The Network—this year’s version of the FICP marketplace, the traditional tabletop trade show at the conference. “The FICP trade show is intimate. There are no overwhelming booths,” Wheaton emphasizes. When you receive your registration materials on site, she adds, “I encourage you to map out who you want to see during The Network, which takes place on arrival day from 4:30 to 6:30 p.m.” The reasoning behind the timing was to allow planners and hospitality partners to meet first thing and be able to maximize their time together over the course of the meeting.

2. Take advantage of the take-aways. One of the biggest ways Wheaton has been able to show value to her company of her attendance at the FICP Annual Conference is by experiencing some top-notch keynote presentations and bringing those names back to her company for use with her own programs. The expertise shared during breakout sessions on topics from technology to meeting industry certification also will demonstrate the return on your registration investment.

3. Use the experience of your peers. One of the unique aspects of the FICP Annual Conference is the planner exchange segment of the annual business meeting. This planner-only session is an opportunity for idea-sharing on an intimate scale among your true peers—planners who are managing many of the same types of programs under the same types of constraints that you are.

4. Bring more business cards than you think you’ll need. Wheaton says she’s been known to go through a couple hundred.

5. For hospitality partners: The Network isn’t the only networking. While excitement is high for this year’s version of the tabletop trade show, The Network, first-time hospitality partner attendees should recognize that there’s a lot more networking that goes on, says Bill Hopkins of entertainment company Bill Hopkins Events and past chair of the Hospitality Partner Committee. “You will meet people everywhere,” he explains, “at check-in, during bus rides, at coffee breaks, at lunches. The action happens everywhere.”

6. Be patient. “When I first came to the annual conference, it was overwhelming,” Hopkins says. “Be patient, take your time, really listen and participate. Get to know both the planners and the hospitality partners. You won’t come in your first time and knock it out of the park, but don’t be discouraged. It’s a long-term relationship.”

7. Wear your first-timer ribbon. The board of directors, fellow members, FICP staff, and hospitality partners want to reach out to new attendees, says FICP President Dan Young. Wearing the first-time ribbon makes it easier for that to happen.

8. Attend the first-timers’ reception. It starts at 4 p.m. on November 17, right before The Network. Check your registration packet for the location.

9. Find your mentor. If you have been assigned a mentor and haven’t heard from him or her, contact FICP headquarters at info@ficpnet.com. It’s also not too late to send e-mail if you didn’t sign up for a mentor but would like one.

10. Give back. This is the ninth year that FICP will make a difference to the community that hosts the annual. This year, the beneficiary is the Humane Society of Greater Miami. Visit the silent auction, with fantastic prizes courtesy of hospitality partners’ generosity, and help FICP continue to increase its impact year after year.

The conference is also a great way to experience top-notch meeting properties firsthand: this year, the Fontainebleau Miami Beach, which, after a $1 billion renovation and expansion, is a blend of golden-age glamour and modernity.

And here’s an 11th tip: Enjoy! Take notes, soak it in, and make plans to attend the 2011 FICP Annual in San Antonio.

Find more on this year’s meeting agenda at the FICP Web site or listen to the archived first-timer’s Webinar.