6 Conference Must-Haves for Business Travelers

Have you ever arrived at a work event or business conference only to realize you’ve left something essential at home or in your hotel room? There’s little worse than the stomach-sinking feeling that follows. Especially when you’re already stressed about making a good first impression, I’ve found forgetting something important can make your confidence plummet further and even ruin your experience. But don’t just wonder what to bring to a conference—here are six key items to keep in mind (and in your suitcase) the next time you jet off to a business event.

Between speaker sessions, networking events and simply navigating the venue, conferences can be overwhelming if you don’t arrive with a plan. It’s important to set aside some time to review the conference agenda and determine which speakers really spark your interest. Then map out an itinerary. If you later find yourself in a session that’s a little lackluster, don’t hesitate to change course. In the end, it’s up to you to make sure you’re using your time well.

I’d also highly recommend looking at a map and making sure you understand the flow of the conference venue beforehand. As someone who’s a bit directionally challenged, I find this can be a crucial step. Sometimes I’ll even practice walking a route so I don’t have to stress about figuring it out when I’m trying to be on time.

It’s embarrassing—and borderline unprofessional—to have your phone’s battery die during a mini-crisis and have to ask your boss to bail you out. Avoid this by always carrying your laptop and phone charger. Portable battery chargers are also ideal; you might be in a crowded area with no available outlets. In particular, Moshi’s IonBank 3K is a very professional-looking (check out that vegan leather cover!), sleek and slim charger that will keep you covered.

If your conference has an app, be sure to download it to get by-the-minute schedule updates, connect with other attendees and stay on top of other helpful information as you navigate the event. Then, engage. It’s always a good idea to contribute to the conference’s social media dialogue. Use their branded hashtag whenever you post, and regularly check the tag to see which speaker sessions your peers recommend (and which they don’t)!

Setting conference goals can help you maximize your time. I like to set a goal for how many business cards I can acquire (but making sure to stick with contacts I genuinely want to get to know, not just racking up numbers). You may meet hundreds of new people at conferences, so rely heavily on business cards to remember names. Be sure to exchange business cards with everyone you meet, and jot down notes from your conversations on the back of each card so you have something to reference when you follow up with them later.

At my first conference, I had to return to my hotel in the middle of the day’s schedule to grab a more comfortable pair of shoes. (My heels weren’t cutting it.) Learn from me and make sure you have comfortable footwear and appropriate business casual attire for the duration of the conference. And be sure to dress professionally at all times—you never know who might run into you in the halls of your hotel!

Sure, talking points aren’t something you can pack in your suitcase, but you’ll likely feel much more confident if you’ve got some go-to topics in mind before you walk into a room full of new people. It’s helpful to come armed with conversation starters, such as your thoughts on the keynote speech. Industry trends and news are also good conversation topics.

Additionally, you should have your 30-second elevator pitch ready to go, in case someone asks what you do. In your answer, be sure to articulate what you’re looking to get out of the conference. Always take advantage of these networking opportunities, as making new contacts is one of the most important aspects of successfully tackling these events.

Often, when you’re attending a conference, you’ll need to catch up on your regular responsibilities after hours. If that’s the case, it’s helpful to plan a dinner at the hotel or scope out some work-friendly spots that are open late and conveniently located. That way you’ll be able to get a change of scenery and get some work done.

Written by Isabel Sperry