CHICAGO — Attending a business event can feel like a flurry of trains, planes and Ubers.
From riding to airports to catching flights to networking in an unfamiliar environment, traveling to a trade show can seem overwhelming, especially to people who are new to the industry.
Here are eight tips for traveling to events, with insights from Stephen Hess, Senior Marketing Manager at Restaurant Events, LLC.
- Pack More Than You Think You’ll Need
While it can be tempting to travel light, Hess shared that it is important to pack more than you anticipate using on any professional trip.
“I would just recommend more clothes … usually days are longer than a typical workday, so you’re going to want a change of clothes,” he said. “It’s just the nature of the beast. Your steps are high … [and] you just want clean socks.”
Related. Networking 101 with TSE: A YP’s Guide to Networking Success
- Always Check the Traffic
If you are headed to a flight or any type of event, it is important to check traffic conditions, even if you have taken the route before. While seemingly obvious, this can be easy to forget before or after a show.
Hess described a time earlier in his career when he got caught in a LA traffic jam and missed a flight. He had to book another flight, go home and return to the airport later.
If you get caught in traffic, or another unforeseen circumstance, and miss a flight, though, it is important not to lose hope and quickly find another way to reach your destination.
“If you call an airline and say ‘look, I’m traveling for work,’ they’re usually kind of more accommodating,” Hess said.
Also, working with a travel agency can help you rebook flights more-easily.
- Arrive Early
Wherever you are going, arriving early can set you up for success.
“Just go early, because you can sit there, you can get your work done, you can check your emails, you can get food [and] get a bottle of water … I just think that over the years I’ve really learned to plan ahead and leave enough room to make sure I can do that,” Hess said.
- Make an Out of Office Message, but Prepare for the Unexpected
It’s a nightmare for many events professionals: going to a trade show, ready to network, learn or make deals, only to get emails about an emergency at the office.
Hess explained that having an out of office message on your email, which people automatically get when trying to reach you, with a plan — such as including the contact information of a colleague or your phone number for emergencies — can help you avoid a stressful situation on a show floor.
You can learn how to make an out of office message on Microsoft Outlook here.
Still, Hess advised that if you need to work on-site, it is important to be ready to pivot if you have to.
“At the end of the day, work comes first in a way. You’re there to network and learn something new for sure, but if it’s like maybe just checking your email before you leave your hotel room in the morning or taking 15 minutes — I mean, if you’re a few minutes late to something that’s ok, or if you need to step away to take a phone call that’s fine,” Hess said. “Planning ahead and preparing for the unexpected is the best approach.”
- Keep a “Go Bag” packed
Having a bag with essentials already-packed can help you leave quickly if you need to without forgetting something important. Hess keeps business cards, hand sanitizer and more in his “Go Bag.”
- Use Rewards Programs
Most major airlines, hotels and other travel services have rewards programs that you can sign up for to earn a variety of discounts, free services and other rewards through your business travel.
Since most events professionals travel more than those in other industries, it is worth setting up rewards accounts to get perks.
Airline rewards programs that you could check out include United, Southwest and Delta. To get points for hotel stays, Mariott Bonvoy is an option.
- Keep Networking in Perspective
Keeping networking in perspective can make it less intimidating.
At the beginning of their careers, many events professionals step into an unfamiliar show floor or conference space where they do not know anyone. This can seem intimidating, especially if executives or more experienced professionals are present.
Hess recommends keeping things in perspective and leading with a joke.
“I feel like if you kind of talk yourself through the whole thing, that can make it just a little bit easier … when you start meeting these people and they’re like ‘Hi, I’m a CMO [Chief Marketing Officer],’ they’re just a person … you’re both trying to grow your business, you’re both trying to meet someone new,” Hess explained.
- Know How to Recharge
Traveling can feel tiring regardless of your experience-level and it is important to know the best ways to re-energize for you.
Hess avoids burnout by socializing with industry peers. If you are more introverted, though, you shouldn’t feel bad for taking time to rest.
“I think it’s so fun to travel. It’s something that you should look forward to and, really, at the end of the day … it’s such a rewarding experience. I love the events industry, I love what we do. I think bringing people together is amazing, and that’s what it comes down to: people want to go out, have fun … shake hands, [and] make new deals,” Hess said.
Stay tuned to Trade Show Executive’s Young Professionals Corner for more industry hacks.
