Let's take that luggage from mountain to molehill, friends!
For this first installment, I'll be covering one of the most loved/hated (yet, one of the most important) steps of all: PACKING. For some, packing is like an enjoyable puzzle, mentally stimulating and challenging, and a source of personal gratification as you realize fun little tricks like stuffing all of your socks inside your shoes to make more space. (Bonus self-esteem points if you bring boots!) For the less luggage-inclined, others would rather get a root canal without local anesthesia. It's just too many minute details to worry about, and something inevitably gets left behind despite one's most valiant efforts. Packing PTSD can be a continuous blow to the ego and a great source of stress.
As for myself, I've always been a Type-A list maker. The summer preceding my freshman year of college, I typed up a two-page packing list that ranged from toothpaste to duvet cover, shower curtain to sticky tack, power strip to first aid kit. Whenever we had housing change-overs during my arts administration internships post-college, I had been known to pack, un-pack, then re-pack my car not because everything wouldn't fit the first time, but because I wanted to optimize space as efficiently as possible. Further proof of my innate (or compulsive, some may say, ha!) craving for structure and organization can be evidenced in the photo below:
Yep! That's lil' me circa 1992! Notice the subtle BEAUTY of the immaculate set-up of the kitchen! The internal THRILL of the cars properly parked in the overhang garage! And the undeniably EXCITING line-up of Little Tikes family members by height, gender, and species! I mean, who wouldn't be into this?!?!
Okay, okay, okay, before you think I'm totally crazy or borderline anal-retentive, even I have had packing mishaps despite a meticulous list. Case and point from 2012: Five hours into a seven-hour flight to Saint Petersburg, Russia, via Frankfurt, Germany, it suddenly dawned on me that I had left my Venus razor back Stateside. (Which I think is a pretty significant item when such handy Russian phrases as, "Do you speak English?", "Where's the bathroom?", and "I'll have a chocolate banana blini, please," only get you so far -and none of which remove hair from your shins.) The moral of this story is not to sweat it if you leave something behind, for it does and will happen to the best of us. And unless you're attending a writers conference completely isolated from civilization (which is defined in my family as having a Target or Walmart within a twenty-mile radius), then you can most likely find something locally to get you through in a pinch.
Oh. And in case you were worried about my hairy legs in Russia, no, there wasn't a Target or Walmart to be found, but the situation was easily remedied by paying a visit to a very kind, very non-English-speaking lady in the hostel's lobby kiosk. Among the "I LOVE SPb" t-shirts, Faberge-esque eggs, and stackable matroskas was a single pack of disposable shaving razors. Thus, I enjoyed two weeks abroad hair free, worry free, and I learned a new phrase to add to my working knowledge of the Russian language: "Do you have any razors, please?"
But back to the topic at hand! So whether you fall into the Love-It or the Desperate-to-Pawn-It-off-on-Someone-Else packing camp, here are 10 helpful tips that will hopefully ease the stress of knowing what to pack, so you can focus on the really important business at hand: bringing your A-game to all those break-out sessions, agent pitches, and networking lunches. But you never know. Even if you do forget something, you just might run into your own Russian fairy godmother ;)
1. LAY OUT ALL OF YOUR CLOTHING FOR THE TRIP WELL IN ADVANCE:
This includes shoes, comfy travel clothes, sleep wear, and what you'll be wearing to the conference itself, which will most likely be business to business casual style of dress. (If you have agent pitches or interviews, then business/business casual is a must!) Think about what will be professional, as well as comfortable. You will be pulling long days and you never know who you'll meet, so find a nice balance between comfort and presentability. For trips, I actually like to set out all of my outfits a few days before departure because I have the tendency to always overpack on clothing. The longer my wardrobe options stare me in the face, the greater chance I'll weed out things that would just take up space and go unworn.
This includes shoes, comfy travel clothes, sleep wear, and what you'll be wearing to the conference itself, which will most likely be business to business casual style of dress. (If you have agent pitches or interviews, then business/business casual is a must!) Think about what will be professional, as well as comfortable. You will be pulling long days and you never know who you'll meet, so find a nice balance between comfort and presentability. For trips, I actually like to set out all of my outfits a few days before departure because I have the tendency to always overpack on clothing. The longer my wardrobe options stare me in the face, the greater chance I'll weed out things that would just take up space and go unworn.
2. GO THROUGH YOUR DAILY ROUTINE:
This is where you can really help yourself out in terms of toiletries. By going through your daily get-ready routine, you can either make a written or mental checklist of items you use every day or frequently. When it comes time to round all of these items up, you'll have a better idea of what you'll need. Also, compiling all of your toiletries in one place (such as your bathroom counter) the night before departure, is a really handy way to make sure you don't miss anything.
This is where you can really help yourself out in terms of toiletries. By going through your daily get-ready routine, you can either make a written or mental checklist of items you use every day or frequently. When it comes time to round all of these items up, you'll have a better idea of what you'll need. Also, compiling all of your toiletries in one place (such as your bathroom counter) the night before departure, is a really handy way to make sure you don't miss anything.
3. COMPILE ALL YOUR CONFERENCE PRINT-OUTS, SCHEDULES, FLIGHT/HOTEL/RENTAL CAR RESERVATIONS, ETC.:
**Note: This also includes whatever printed copies of your manuscript (whether partial or full), query, synopsis, etc. you'll need during the conference.** Even if all of your itinerary/registration information is on your phone or tablet, PRINT HARD COPIES. Phones/tablets can die, get smashed (EEEK!), or get stolen (double-EEEK!), so do yourself a huge favor and keep hard copies of all the important information in a special folder just for your trip. Also, take care to place copies of your partial/full, query, synopsis, etc. in a place where they won't become crumpled, torn, or worse. Your submission materials will represent you, so take extra special care of them during the transportation process :)
4. COMPILE ALL OF YOUR MARKETING MATERIALS:
If you have business cards, promo cards, etc. be sure these crucial items make it into your suitcase or computer bag. They're a little piece of card-stock that can sure go a long way when it comes to networking! Also, if you're a vendor who has been approved through the conference's facilitators, make sure you gather up all of the materials you'll be selling. (If you're traveling by car, medium- to large-sized storage containers are a great way to transport these items without worry of damage.)
If you have business cards, promo cards, etc. be sure these crucial items make it into your suitcase or computer bag. They're a little piece of card-stock that can sure go a long way when it comes to networking! Also, if you're a vendor who has been approved through the conference's facilitators, make sure you gather up all of the materials you'll be selling. (If you're traveling by car, medium- to large-sized storage containers are a great way to transport these items without worry of damage.)
5. INVEST IN A HIGHWAY MAP:
For those driving or picking up a rental car, have maps of each state you'll be passing through (which you can also collect along the way for free at most state-operated rest stops). I have a spiral-bound book that contains highway maps for all of the states, in which I mark my route with a highlighter in advance before departure. (This is also a good time to take note of the strategically placed rest stops along the way, too, if this is a hefty drive!) And even if you'll be relying on a GPS or your phone for directions, bring a map anyway. Just like a mishap with your phone going haywire or succumbing to dastardly deeds, you'll be thanking yourself if the occasion arises.
For those driving or picking up a rental car, have maps of each state you'll be passing through (which you can also collect along the way for free at most state-operated rest stops). I have a spiral-bound book that contains highway maps for all of the states, in which I mark my route with a highlighter in advance before departure. (This is also a good time to take note of the strategically placed rest stops along the way, too, if this is a hefty drive!) And even if you'll be relying on a GPS or your phone for directions, bring a map anyway. Just like a mishap with your phone going haywire or succumbing to dastardly deeds, you'll be thanking yourself if the occasion arises.
6. GRAB ALL YOUR NECESSARY ELECTRONICS:
Laptop, tablet, eReader, wireless mouse -and if you can fit everything electronic you need into one computer bag, the more power to ya! Just don't forget the chargers!
Laptop, tablet, eReader, wireless mouse -and if you can fit everything electronic you need into one computer bag, the more power to ya! Just don't forget the chargers!
7. **LUXURY ITEM** BRING YOUR PERSONAL PRINTER:
Ooh lah lah, you heard me right, friends! If your travel plans afford you the luxury of bringing your own printer (safely, legally, and in one piece), I say do it! You'll never know when you'll need an extra copy of your submission materials, and having your own personal printer in your hotel room can be a real asset, as well as a lifesaver. (Never noticed that typo on page six of your manuscript before? OOPS! *o*) Don't forget the cables, paper, and ink on this one!
Ooh lah lah, you heard me right, friends! If your travel plans afford you the luxury of bringing your own printer (safely, legally, and in one piece), I say do it! You'll never know when you'll need an extra copy of your submission materials, and having your own personal printer in your hotel room can be a real asset, as well as a lifesaver. (Never noticed that typo on page six of your manuscript before? OOPS! *o*) Don't forget the cables, paper, and ink on this one!
8. BRING YOUR OWN MINI-OFFICE SUPPLY STORE WITH YOU:
A notebook or two, pens, highlighter, sticky notes/tabs, stapler, staples, binder clips, paperclips, rubberbands...whatever you find yourself consistently using during your writing process at home may be handy to have a small supply on hand during the conference, as well. Of course, you don't need to schlep all of this around with you and become a walking Staples (unless you want to make some cash on the side, ha!), just carry the necessities during the day.
A notebook or two, pens, highlighter, sticky notes/tabs, stapler, staples, binder clips, paperclips, rubberbands...whatever you find yourself consistently using during your writing process at home may be handy to have a small supply on hand during the conference, as well. Of course, you don't need to schlep all of this around with you and become a walking Staples (unless you want to make some cash on the side, ha!), just carry the necessities during the day.
9. HAVE A FINANCIAL GAME PLAN:
This is SUPER IMPORTANT: Know which credit card(s) you'll be using for your trip's purchases in advance. Also, make sure you have a cushion of cash (and your ATM card) for backup and everyday spending. Some conferences will have vendors that will accept cash or check only, so in today's modern world of swipe'n'go, be sure you have the means to pay in cash, if necessary.
10. THE SNACK BAG!
Everyone looooooooves a snack bag! :D Not only is having your own stash of travel snacks that you love super convenient, it's also a great way to give yourself healthy alternatives to gas station treats or fast food. Nuts, trail mix, protein bars, fruit that can handle no refrigeration, etc. are all great items for when hunger strikes between pitstops. Also, if you're driving, toss a pack of water into your trunk that you can pull from as you journey to avoid guzzling soda/sugary drinks faster than your car guzzles gas.
Be on the look-out for CONFERENCE PREP Session #2 coming soon, where I'll discuss making the most of self-promotion and brand building before you walk through those conference doors :)
Until next time, Keep Calm and Conference On, y'all!
~Riley
This is SUPER IMPORTANT: Know which credit card(s) you'll be using for your trip's purchases in advance. Also, make sure you have a cushion of cash (and your ATM card) for backup and everyday spending. Some conferences will have vendors that will accept cash or check only, so in today's modern world of swipe'n'go, be sure you have the means to pay in cash, if necessary.
10. THE SNACK BAG!
Everyone looooooooves a snack bag! :D Not only is having your own stash of travel snacks that you love super convenient, it's also a great way to give yourself healthy alternatives to gas station treats or fast food. Nuts, trail mix, protein bars, fruit that can handle no refrigeration, etc. are all great items for when hunger strikes between pitstops. Also, if you're driving, toss a pack of water into your trunk that you can pull from as you journey to avoid guzzling soda/sugary drinks faster than your car guzzles gas.
Be on the look-out for CONFERENCE PREP Session #2 coming soon, where I'll discuss making the most of self-promotion and brand building before you walk through those conference doors :)
Until next time, Keep Calm and Conference On, y'all!
~Riley
