Packing for Your Next Out of Town Conference: Tips You'll Wish You Knew Sooner

authormargarite
Jun 2
5 min read

I have some upcoming conferences this summer that already have me stressing over the thought of packing. I seem to always forget something or bring way too much to carry into the hotel in one trip. Or even three trips. I am an over-packer, but I'm working on it. I thought this would be a great time to share some packing tips that I plan to implement for my next trip.

Attending an out-of-town conference can be both exciting and nerve-wracking. With so much to think about, your packing game needs to be on point. You don’t want to be that person scrambling at the last minute because you forgot your essentials or cringed when you realized you packed the wrong outfits for the occasion. Whether you’re a seasoned attendee or a newbie, these packing tips will help you knock it out of the park and turn you into a packing pro.

Know Your Itinerary

Before you even think about packing, take a close look at your itinerary. What are the main events? Are there any networking sessions, workshops, or casual meetups? Understanding the schedule will let you choose the right outfits and items to pack.

Make a list of key sessions or events you want to attend. This way, you can better visualize what you’ll need to wear and what materials you might need to bring along, like notebooks or tech gear.

Be sure to consider the weather forecast for the destination, as this will play a significant role in what you ultimately throw into your suitcase.

Wide angle view of a suitcase being packed with travel essentials — Prepping essentials in a suitcase before a trip

Create a Packing List

Next up on your checklist: create a packing list. A well-structured list can save you time and prevent those last-minute packing decisions that often lead to forgetting crucial items. Start with clothing essentials and remember to consider both formal and casual options.

Here's a quick starter list to get the ball rolling:

Business casual outfits
Comfortable shoes
Sleepwear
Personal care items (toothbrush, deodorant, etc.)
Tech gear (laptop, charger, any presentation materials)
Snacks and water bottle

Also, don’t forget to include the weather-appropriate gear - think umbrellas, extra layers, or sunscreen, depending on the forecast! Plus, it's always a good idea to bring a sweater for chilly session rooms.

Pack Smart with Versatile Outfits

In the world of conferences, versatility is key. Packing outfits that can serve multiple purposes will not only save you space but will help keep your look fresh throughout the event.

Consider clothing that you can mix and match – a pair of tailored trousers can be paired with several tops, transitioning from conference sessions to evening receptions seamlessly.

Don’t overlook the power of accessories! A statement necklace or a stylish scarf can elevate a simple outfit, making it feel new without taking extra space in your bag.

Don’t Forget the Tech

Today’s conferences often revolve around technology, so don’t leave home without it! Laptops, tablets, and smartphones have become essential tools for networking and information at conferences. Ensure your devices are fully charged before you leave and bring along the chargers and any necessary adapters.

If you plan to take notes digitally, consider downloading any apps or materials you might need ahead of time. This will save you precious time and potential stress once you’re at the conference venue.

Also, make sure to have backup options like a power bank. You don’t want to be in the middle of an important networking session, only for your device to die on you.

Toiletries and Personal Care

Personal care items may not be the most glamorous topic, but they are essential when packing for a conference away from home. Be mindful of the size limits on liquids if you're flying.

Travel-sized toiletries are a great option to save space and comply with regulations. Don't forget the everyday essentials like deodorant, hair products, and your favorite skincare items to help you feel fresh.

I once found myself without toothpaste while on a business trip to Jefferson City, and the woman who had the car keys had gone to her room to get some sleep hours before. Unfortunately, the hotel didn't have any toothpaste for sale in their little kiosk, so I was out of luck.

If you wear makeup, consider packing a few key items to enhance your appearance for networking events. A simple makeup bag can go a long way.

Snacks and Hydration

Conference days can be long and exhausting. Packing some snacks can keep you fueled and focused when you can’t find time to grab a bite. Think of easy, non-perishable snacks like protein bars, nuts, or trail mix.

Additionally, a reusable water bottle is a must-have to stay hydrated throughout the day. Many venues have refill stations, so keeping your hydration levels up is just a quick trip away.

Organize Your Luggage

When packing, it’s important to keep things organized so that you can easily find what you need when you need it. Using packing cubes can help separate various items, like clothing, tech, and toiletries. This not only makes your suitcase look neat, but it’ll also save you time when rummaging around for specific items.

If you don’t own packing cubes, consider using zipper bags to keep smaller items together, making it easier to pull out what you need without disturbing everything else.

Consider Your Travel Method

Are you flying, driving, or taking the train to the conference? Your mode of transportation will impact how much you can pack. If you're flying, be sure to check your airline’s baggage policy to avoid any surprises.

For those driving, it’s a little more flexible, but still, you want to pack efficiently. The more organized you are in your car, the more enjoyable the drive will be.

Plan ahead for everything from parking costs to gas stops, so you're not stressed about the journey when you could be thinking about the conference.

Last-Minute Checklist

As the departure day approaches, create a last-minute checklist to ensure you haven’t forgotten anything crucial before leaving. Focus on items like:

Your laptop and chargers
Any tickets or confirmations for the conference
Business cards for networking opportunities
Your travel document if required

This list gives you peace of mind, ensuring you’re not leaving anything important behind.

Conclusion

Packing for an out-of-town conference doesn’t have to be overwhelming. With a bit of organization and foresight, you can shift your focus from stressing about what to bring to fully embracing the experience.

Happy packing and enjoy your conference adventure!

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