By no means do I consider myself an expert about conference or preparing for them, but in one week I will leave for my fifth national conference (Romance Writers of America). Along the way I’ve picked up some tips (that I plan to share here this week.)
Previously, on these pages, I’ve talked about my fondness for to-do lists. I make them daily. I like to write out daily, weekly and monthly goals too. For me, it helps to see in black and white what I need to accomplish. It makes it tangible to me.
It’s no different when I’m prepping for a trip, whether it’s a vacation of for a business trip like conference. About a week before (I will be doing this step today) I will begin making checklists of what I need to take with me. I will plan my clothing for each day, or at the very least how many outfits I need and what types (how many casual, business, and formal).
I will also make a list of the non-clothing items that have to go: handouts I need to print, promo items that need to go with me, camera, iPad, chargers pens, etc. I will decide which suitcases and carry-ons I will take and decide what items are going where (and probably creating lists telling me what goes where.)
Doing my best to get organized early ensures 1) that everything I want to take on my trip gets there and 2) that I can find it when I get there.
So, while organization, may seem like a simple thing, it really is my first step in preparing for conference.
I attend at least three conferences a year–not related to writing–and I tend to do most of my personal preparations at the last minute, maybe because with those conferences I have always had managerial responsibilities that take priority over things like packing. And frankly, I haven’t attended these conferences for my own professional growth–even before I retired last year–for many years. It’s all about helping others. And sometimes it’s very stressful.
This will be my first RWA conference, and the first one in a very long time that I’ve attended as a participant, rather than an organizer. I am looking forward to networking with other writers, attending sessions about writing and publishing, enjoying at least a little bit of the California scene, and coming home inspired to keep writing.
I’m wondering if I should feel more stressed about it than I do. I wonder if the dress code is really more strict than the “business casual” that is common at the other conferences I’ve attended. Is it enough to have one dressy outfit? Should I plan on wearing more skirts or dresses than pants outfits? Should I worry about having every minute planned out ahead of time, or is it okay to just take it one day at a time? If I pick out 2 sessions to attend per time slot, do I print out the handouts for all of them? (If so, I might need to check a suitcase after all.)
When I pack–usually the night before the trip–I make piles of outfits (tops-bottoms-shoes-socks-jewelry) for each day of the conference on my bed. Then I just add a nightgown, undies, socks, exercise clothes (if I’m planning to hit the fitness room), and toiletries/cosmetics (which are kept in the suitcase from trip to trip and just need to be checked for replenishing/additions). I might throw in some oatmeal packets and a can of café français too. In the morning, after I’m showered and dressed and ready to go, I’ll throw in the flat iron and my favorite comb, zip up the suitcase, and take it out to the car. Then I’ll pack up my laptop and travel information and various gadget chargers in a carry-on, grab my purse, and head out the door. Have I ever forgotten anything doing it in such a casual manner? Oh yes, but usually it’s something like toothpaste, which is easy to obtain.
It works for me. At least it always has. But now I’m wondering if this conference should be approached in a more serious and focused manner. Any advice would be much appreciated!
Barbara: It’s all about what you want to accomplish at conference.
I’m an obsessive list maker. I’m also paranoid about clothing. I have to be in a certain mood for some outfits, so I always take one or two extras to compensate for me just deciding I don’t like one on.
Dress runs the gambit from casual to business (during the day) I feel most comfortable in business casual, so that’s what I wear. The Rita’s are formal plus I bring a couple of casual outfits for sightseeing or relaxing at the end of the day.
I go one step beyond you and plan three alternative sessions for every time slot. Why three? Sometimes the session I intended to go to fills up. Other times, it turns out to be not exactly what I expected from the description. If I’m in a session and not getting anything out of it, I get up, walk out and hit another one. Yes, I usually print all the handouts, though I’m considering not doing all of them this year, because I will have my iPad and can just pull them up on there.
Hope this helps you out a bit. Drop me an email if you have any other questions.
Have fun prepping this week! It sounds like you’re right on top of things.
Thanks, Jayne! Wish you were going with us! I know you would have a great time.
Connie, you’re a pro! Or are you a PAN now? You’ve got the RWA conferences down pat, but getting the nerves down, well that’s when you down a cocktail. Have fun! I wish I was going too. We had so much fun at the last two RWA’s.
Leigh, I’m still a PRO for the time being. I wish you could make it too, it won’t be the same without you!
Have fun, I can’t wait to attend next year in Atlanta. Definitely pack comfortable shoes, you will do tons of walking!!!
Thanks, Hildie, Right now I’m wondering if I won’t have to flip a coin and chose between RT and RWA. I love RWA conference though, maybe I’ll meet you there next year.