By Heather Canada Randall, MWP

First Coast Weddings and Events

Conferences and conventions are back, after quite a long hiatus due to the pandemic. I’ll be attending the Association of Bridal Consultants Annual Conference this year in November, and I thought it would be helpful to share some tips for packing.

Make A Packing List

Even if you travel frequently (or especially if you travel frequently) having a packing list is the number one key to not forgetting anything! I’ve used Evernote to create a template for my packing list, which has all of the things I typically travel with. Then, when it’s time to plan a trip, I use that template to create a packing list for the specific trip I’ll be taking. For example, my master packing list has everything I might need, whether the trip is personal or business. Once I create a trip-specific list, I’ll eliminate anything I won’t need for that trip, or I’ll add anything that might be unique to this destination.

Packing lists also work in reverse - you can create a second packing list of commonly forgotten items to use when preparing to come home. How many times have you left your cell phone charger plugged into the outlet at the hotel? I carry multiple chargers now because I’m very guilty of this! Having a reverse packing list can help you remember to check the outlets, check the shower, check the closet, etc. to be sure nothing is left behind.

What To Bring

If you’re attending a conference for the first time, or maybe you feel rusty since we haven’t been able to travel as much recently, here are some items to consider bringing:

A Notebook. This seems obvious, but you’d be amazed how many people arrive without one! Even if you prefer taking notes on your computer or tablet, having a paper notebook is helpful if you need to share information with a fellow attendee or if your technology decides to fail. Also, be sure you have multiple pens!
A Computer or Tablet. Even if you prefer to take notes in a paper notebook (your Rocketbook, perhaps?), having your computer or tablet is always a good idea. Even if you don’t take it to conference sessions, having it in your hotel room is helpful in many ways. First, you may hear about a website or product at the conference, and you want to check it out. Second, you might still need to communicate with clients while you are away and having a screen larger than your phone is always helpful. Third, it can always serve as a way to watch videos or movies in your hotel room or on your flight. Don’t forget to bring the necessary charger(s) for your device!
Business Cards. If you’re doing it right, you’ll meet lots of new people at a conference. Yes, conferences are about learning, but they are also about networking. Have your business card handy to exchange with the person sitting next to you at a session, the person you meet at lunch, or the sales rep you meet at the trade show.
A Sweater, Jacket, or Scarf. Convention space is notoriously cold, so if you are a person that chills easily be sure to bring additional layers! The opposite can also be true, with smaller meeting rooms being warm, so layers are your best bet.
Comfortable Shoes. Conferences and conventions often involve lots of walking. Even if your hotel room is part of the same resort, the convention space may not be close to your room. Or, you may be attending a conference at a convention center where you will need to walk or take transportation to and from the hotel. There may also be periods of standing in between sessions. Now is not the time to wear new shoes, or wear shoes that are “cute”J but not comfortable.
A Tote Bag. Some conferences will provide their attendees with a branded tote bag to use throughout the event, but not all do. It’s best to pack a small canvas tote in your suitcase just in case you need it. You can fold it and place it at the bottom of your suitcase or use it as your carry-on for the plane ride.
Event-Specific Attire. Check with the conference organizers to see if any events might be themed so that you can dress accordingly! Also, be sure to check the schedule for any formal events that might need an evening gown or tuxedo.
Portable Phone Charger. Power outlets may not be easily accessible while you are in conference sessions, so having a way to charge your phone is important. Have a fully charged external battery pack in your tote bag. You may be taking lots of photos, or weak wifi may drain your battery (turn wifi off on your phone if it’s not able to connect) - your battery may take a beating even if it normally lasts all day at home.
Power Strip. Hotel designers are great at placing electrical outlets in the exact worst spot in the room. Having a power strip will give you extra outlets at the one good plug, and you’ll be able to charge all your devices at once. There are great travel-size power strips available!

What Not To Bring

A Full Suitcase. Chances are, you will acquire “stuff” at a conference or convention. Whether it’s goodies from local merchants that have been provided to the conference hosts, or samples or catalogs from the trade show, you’ll need a little extra room in your suitcase to bring these items home. You may also have some downtime to visit local attractions or shops, so you’ll want to leave space for souvenirs.
Clothing That Wrinkles Easily. The last thing you want to do before the 8:00 am general session is iron your clothes! If anything does get wrinkled, take a few minutes after checking into your hotel to take care of it.
Too Many Suitcases. Most conferences only last a few days. You should only need one suitcase. Don’t be the person trying to get on the airport shuttle with more bags than you can handle! Use your packing list to plan your outfits for each day and mix and match as much as possible. Plan all your outfits around one shoe/belt color to avoid bringing multiple accessories.
A Bad Attitude. Hopefully, you are attending the conference or convention because you want to - don’t waste the experience! Get excited to visit a new location, learn new information, and meet new friends.

Final Tips

I attended my first industry convention almost 20 years ago, and I can’t say enough about continuing education. I highly encourage anyone in any industry to find a conference or convention that relates to your field and find a way to get there - even if you need to set that goal a year or two out to save up money and plan for time away from home. It is well worth the investment!