The beginning of a new year also marks the beginning of a new season of Veterinary conferences. With VMX and WVC Las Vegas right around the corner—and countless state, regional, and specialty conferences waiting in the wings—you may already be thinking about what new technology to bring into your practice.
What you may not be thinking about is the planning that goes into making successful, efficient technology purchases based on what you’ll see while walking the exhibit hall floors this year.
That planning matters more than many practices realize.
Without a clear strategy, it’s easy to return from a conference with technology that doesn’t fully meet your needs, doesn’t integrate with your existing systems, or creates more complexity than it solves. Fortunately, with a little forethought, you can avoid those pitfalls and turn conference season into a powerful driver of operational improvement.
Why Conference Technology Planning Matters
Technology investments in Veterinary medicine are rarely small. Whether you’re evaluating new software, diagnostic equipment, or communication tools, these decisions impact workflows, staff efficiency, client experience, and ultimately profitability.
Poor purchase planning can lead to:
- Redundant or overlapping tools
- Software that doesn’t integrate with your Practice Management System (PIMS)
- Equipment your network or workstations can’t properly support
- Underutilized tools that staff never fully adopt
A thoughtful approach allows you to evaluate new solutions through the lens of your practice, not just a compelling booth pitch or conference discount.
Plan in Advance: Before You Ever Step on the Show Floor
Before attending any conference, take time to look inward at your practice and identify the technology improvements you want to explore over the next year. Having this clarity ahead of time helps you focus your attention and use your conference time more effectively.
Cloud-Based Practice Management Software
If your practice is running on an aging on-premise server, you may be approaching a fork in the road. One option is a significant investment in replacing that server. Another is exploring cloud-based PIMS solutions.
Cloud-based platforms offer several advantages:
- Reduced upfront capital expense
- Subscription-based pricing models
- Improved accessibility and scalability
- Less reliance on on-site hardware
Even if you’re not ready to make the switch immediately, conference season is an ideal time to gather information and compare options.
Diagnostic and Lab Equipment
If you’re planning to add or upgrade diagnostic equipment, do your due diligence before the conference. Clearly define what problems you’re trying to solve—turnaround time, workflow efficiency, diagnostic capability, or client communication.
Once you know what you’re looking for, review the exhibitor map ahead of time and plan a route to visit relevant vendors. This prevents aimless wandering and ensures you connect with the companies most aligned with your goals.
Communications and Marketing Tools
Is it time to improve how your practice communicates with clients? Appointment reminders, two-way texting, online scheduling, reputation management, and marketing automation tools can all improve client engagement and appointment adherence.
Conference floors are full of these solutions, but without a plan, it’s easy to get overwhelmed. Identify your biggest communication gaps before you arrive.
Transcription and Scribe Services
AI-powered transcription and scribe tools continue to multiply rapidly. Some are brand new and still proving themselves, while others have matured and established strong client bases.
Knowing in advance whether you’re interested in documentation support allows you to ask better questions and evaluate tools more critically.
Maximizing Your Time Before the Conference
Once you’ve identified what you want to explore, take a few practical steps to prepare:
- Review the exhibitor list in advance. Write down booth numbers for your “must visit” and “want to visit” vendors. For large shows, organize these by booth number—your feet will thank you.
- Schedule demos ahead of time. Some vendors allow pre-scheduled floor demos tailored to your practice, rather than generic booth presentations.
- Think through your business roadmap. Not every purchase will fit into the same budget cycle. Consider which solutions are short-term priorities versus longer-term goals. This roadmap can shift based on conference deals, but having a baseline plan helps prevent overwhelm.
While You’re at the Conference
Conferences are designed to expose you to new ideas—and that’s a good thing. You’ll hear about emerging technologies through CE sessions, peer conversations, and spontaneous booth visits. Leave space in your schedule for discovery.
Look Beyond the Big Booths
Large booths often represent established vendors with polished presentations and great giveaways. They’re worth visiting—but don’t overlook smaller, in-line booths. Many innovative solutions come from newer or more specialized companies that may be a better fit for your practice.
Visit New Exhibitors and Non-Profits
Startup and “new exhibitor” sections often feature products that have just entered the market. While extra due diligence is required, learning about emerging technology helps you stay ahead of industry trends.
Non-profit booths may not offer technology solutions, but they provide valuable opportunities for community involvement, leadership development, and peer connection—all of which support morale and professional growth.
Avoid Impulse Purchases
Exhibit hall incentives can be tempting, especially when bundled with limited-time discounts. While some offers are genuinely valuable, resist the urge to sign contracts on the spot without proper vetting. Technology decisions deserve careful consideration. If you want to proceed, use your time at the booth to set up a full demo after the conference.
Due Diligence: Turning Interest into Smart Decisions
Once the conference excitement fades, due diligence becomes critical. Start, of course, with your business needs. Your team understands your efficiency gaps better than any vendor. Identify those gaps first, then evaluate solutions designed to address them.
Schedule Focused Demos
Whether before or after the conference, demos should answer your questions—not just the vendor’s sales talking points. Ask about:
- Onboarding timelines
- Training requirements
- Reporting capabilities
- Integration with your PIMS
- Contract terms and offboarding processes
A good vendor should welcome these questions.
Consult Your IT Team
You don’t need to make technology decisions in isolation. Your IT team or trusted IT partner can help evaluate compatibility, infrastructure requirements, security considerations, and vendor claims. They can also assist with implementation planning and vendor communication.
Final Thoughts
Veterinary conferences are incredible opportunities to learn, connect, and explore new technology—but only if approached strategically. With advance planning, intentional exhibit hall navigation, and thorough due diligence, conference season can help you make smarter technology investments that support your team, your clients, and your long-term business goals.
To learn more about how the author, William Lindus, and I.T. Guru can help provide your Veterinary practice with safe, secure, and stable technology and cybersecurity environments, book a free consultation today!