Have you made the decision to further your education at an out of town seminar? I have been traveling to various seminars and events for many years now, and have realized that I am much happier when I have all of my supplies, necessities, and travel arrangements lined up ahead of time. Here are some of my tips to get you there and back without losing your sanity, luggage, money, or time.
1. Keep a separate file for each trip you have coming up. On the tab, write the date, city, and event name. This will look like “ Nov 11-13 2005/Orlando/John Smith Marketing Seminar.†Inside the folder, put the flyer or internet printout for the seminar itself, your registration/confirmation if you have one, the agenda for the event, your hotel confirmation, your flight information and e-ticket confirmation, your shuttle confirmation, and any other information you may need for the actual trip itself. When you get ready to leave for the event, grab the file and put it in your carry on luggage. When I get to the long-term parking lot (more on that later!) I write my space number on the inside of the file or tape my parking ticket to the inside of the file (the lady at the lot I park at remembers me for this). For a free copy of the checklist I use in my files, click here.
2. Use the power of Points. Many different companies offer some type of customer loyalty program, including credit cards, airlines, and hotels. But you may not know the power that these programs hold, for example, did you know that certain levels of credit cards (check out amex.com) not only give you points for spending, but offer insurance that covers your luggage if it is lost or delayed. American Express also offers a higher level of coverage that they will automatically add to each ticket you charge (I learned about these programs the hard way, by NOT having them when my luggage was stolen!). Visit the website of your current credit cards to see what travel benefits they offer. You also may not know that while most hotels have frequent customer benefits, some of them also give you points on your frequent flyer accounts! That’s a double bonus! Here’s another tip: some off airport parking lots offer free parking stays after a certain amount of paid days. All of these programs can be a very powerful tool to use to get the most out of your travel, and once you’re in the habit, they won’t add any time to your planning routine.
3. Use some of the travel websites to plan your airfare, even if you don’t book it there. This is a great way to see all possible flight combinations and get an idea of times and prices, and then you can go straight to the airline’s website to book it direct if you want. Most of the time the cost will be about the same, but some airlines will give you bonus miles if you book direct with them. One feature I like is Orbitz.com’s flight alert. It calls you on the phone number of your choice at a set time before your flight to remind you, and also calls you if there are any changes such as flight delays or gate changes. You can also give it a second number to call, such as your family so they know you’re running late!
4. Pack with your day’s activities in mind. I have started traveling with a backpack as my carry on and not carrying a purse at all, just putting my wallet in the pack. If I am traveling with my laptop, I have a rolling bag that has a separate side pocket for the computer itself, since you need to pull it out and run it through the x-rays out of the bag. This bag is big enough to also serve as my carry on, yet small enough to fit in the overhead compartment. I also make sure that my essentials (medicines, tickets, travel file, and spare underwear, because you never know) are in my carry on, that way if your luggage is lost or delayed, you can make it through at least one day.
5. Clothes make the trip! What you wear can effect your enjoyment and effectiveness of your trip, so here’s some things I’ve learned:
a. On the plane ride, wear comfy pants, running shoes (you never know!), no belt (the buckle sets off the x-rays), and carry a sweater or blazer.
b. In the seminar itself, most people opt for comfortable over stylish, but this may depend on the type of seminar you are attending. You will dress differently if you are at an event for football coaches rather than for investment bankers. Don’t wear uncomfortable shoes, you may need to walk a long way to get to the meeting room, and always have a sweater or blazer with you in case it gets cold. In a pinch, you can carry your spare shoes in your bag and change in the meeting room!
6. Network and get to know people at the event itself. You may find that you travel to a lot of the same events and can share rides and maybe even share a room at a future event. This not only saves you money, but your experience at the seminar will be much more powerful if you have someone to de-brief with at the end of the day.
I hope that these tips will help you be a more efficient traveler. You will get the most out of your learning experience if you are not stressing about your travel arrangements.
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