About 1.3 million people go on business trips daily in the U.S. If you also got an invitation to a conference abroad, you might be in a pinch about what to carry for an efficient and successful meeting. After all, you don’t want to forget any important thing.
Well, here are some essential items you should consider carrying.
1. Travel Documents
Your passport and other travel documents prove who you are and that you can enter the conference country. You need these documents to enter and exit the conference country legally.
Airline tickets, boarding passes, and hotel reservations are crucial for travel plans and accommodation.
Proof of conference registration, invitations, and event tickets may be required for entry. Use a dedicated travel wallet to keep all your important documents together in an organized manner.
Take pictures of your documents and save them as digital copies on your phone or in a secure cloud storage app.
You can give or follow presentations, showcase your ideas, and engage with others visually using your laptop.
A laptop conveys a professional image and shows you’re fully engaged and prepared for the conference.
Choose a bag with a dedicated laptop/tablet compartment to carry the laptop. Make sure it’s well-padded to provide extra protection.
Chargers are essential to keep your devices powered up. So pack them carefully and have them handy when needed.
Choose a pocket or pouch in your bag to keep the charger. It’s good to keep it separate from other things so it doesn’t get tangled or damaged.
4. Business Cards
Business cards are a quick and efficient way to exchange contact information with new acquaintances. Digital business cards include links to your website and social media profiles and are more useful for interacting and building networks.
Use the best digital business card solutions to create a lasting impact on this conference. Update all your social media profiles to your digital business card for easy sharing.
You can incorporate your digital business card link into your presentation materials during the conference.
5. Notebook and Pen
During the conference, you might hear cool ideas or essential details. Write them down to remember them later. In case your devices run out of battery or face technical issues, your notebook will be a reliable backup for important information.
6. Appropriate Attire
Wear appropriate attire, i.e., business clothes. This shows that you take the conference seriously and respect its professional atmosphere. Carefully fold your clothes to minimize wrinkles and save space in your luggage.
Use packing cubes – fabric organizers to separate different types of clothes and keep your bag organized.
A good outfit can boost your confidence and help you feel more comfortable in networking and business settings.
7. Reusable Water Bottle
Conferences can be busy, so having water on hand will help you stay refreshed and focused throughout the day. Pick a sturdy and leak-proof reusable water bottle that’s the right size. Make sure it fits comfortably in your bag.
If you’re flying, empty the water bottle before going through airport security. You can refill it after you pass security.
Put your water bottle in the side pocket of your bag or use a bottle holder so it’s easy to access without rummaging through your belongings. Ensure the bottle’s lid is securely closed to prevent any leaks in your bag.
Snacks help to keep you focused during long conference sessions. Choose snacks that won’t spoil quickly, like granola bars, nuts, dried fruits, trail mix, or energy bars. Pre-portion snacks in small resealable bags or containers to avoid overeating.
Pair your snacks with your reusable water bottle for a balanced, satisfying mini-meal. Refill your snack supply during breaks to ensure you always have something available when hungry.
You might encounter different foods or environments during travel that could affect your health. Medications on hand help you manage unexpected health issues.
Moreover, you never know whether the new place sells the same drugs in the same composition. If your medication bottles are bulky, consider using small travel-size containers or pill organizers that are easy to carry.
Keep your medications in your carry-on bag when flying. This ensures you have access to them throughout the journey. Carry a copy of your prescription. This can be useful for customs or security checks.
10. Language Translator App
During the conference, you might meet attendees from various countries. A translator can facilitate conversations and connections.
If conference materials or presentations are in a language, you’re not fluent in. A translator can help you grasp important information.
Many language translation apps are available for smartphones. Download a reliable app that allows you to type or speak phrases for translation.
Choose a translator app or device that offers offline translation. It can be helpful when you don’t have access to the internet. Make sure your device is fully charged.
11. Travel Umbrella
A dry and well-kept appearance contributes to a professional image during the conference, especially when the weather isn’t good.
So, choose a compact, lightweight travel umbrella that fits easily into your bag or briefcase. Slip your folded umbrella into the interior pocket of your bag to prevent water from dripping on your belongings.
Check the weather forecast for the day before heading out to decide if carrying the umbrella is necessary.
12. Travel Wallet
A travel wallet helps you keep track of your essential items and reduces the risk of misplacing or losing them.
With a travel wallet, you can quickly access the items you need, such as boarding passes and conference tickets.
Go for a wallet with RFID-blocking technology. This will keep your card’s information safe from electronic theft.
Use specific sections for different items, like putting all your travel documents in one section, keeping cards in another, and cash in a zippered pocket.
13. Reading Material
Between conference sessions or during breaks, you might have some free time. Reading material keeps you engaged and prevents boredom.
Materials about the local culture or history can enrich your experience and help you connect with the conference location. Install e-books onto your tablet for easy access to various reading materials without needing physical copies.
If you prefer physical copies, opt for compact paperbacks or smaller books that won’t take up too much space. If you prefer reading articles or blogs, save links to exciting content and access them through your smartphone or tablet.
14. Map or Navigation App
Navigation tools allow you to get acquainted with the conference city, making planning your routes and travel easy without getting lost.
Some apps provide features to download maps for offline use. This can be handy in an area with limited internet access.
Consider bringing headphones to hear directions if you use a navigation app while walking. Some navigation apps also offer translation features, which can help read street signs and directions in local languages.
15. Appropriate footwear
Opt for comfortable shoes for your travel day for ease during long journeys. Use shoe bags to protect shoes and prevent them from touching other items in your luggage.
Stuff socks or small items inside shoes to save space and help them maintain their shape.
If you have bulky shoes like sneakers, consider wearing them during travel to save luggage space. Pack formal shoes for the conference and choose the material based on the location’s weather conditions.
Remember, the specific items you need might vary based on the nature of the conference and your personal preferences. But these are the most basic must-haves. So, even if you think you can do without them, it won’t hurt to be prepared!