What’s in my conference survival kit?

(Some of the answers may surprise you!)

When I’m preparing to attend a conference, I think about practical needs and comfort. In my book, surviving a conference is about being comfortable enough to get the most out of it while it’s happening and not end up saying ‘NEVER AGAIN’ when it’s over. To that end, I ask myself: What items will help me feel, look, and perform my best?

Some of these items are probably obvious to you. Others are things that have really improved my conference experience over the years. (And I’d love to know what’s in your conference survival kit, so please pop a note in the comments if you’d like to share!)

Bare necessities

The following items are the absolute bare minimum of what I include in my CSK.

Conference programme

Whether as a hard copy or something in digital form, the conference programme is something you should have with you at all times. It tells you where you need to be and when, and it also helps you to plan out your schedule during coffee breaks or chats with colleagues. Having the conference programme also makes you a source of helpful information for others, a great way to meet people!

Name tag

If you have a name tag, keep it with you! But feel free to take it off and pop it into your bag when you step off-site for meals and breaks.

A copy of your presentation (including any handouts)

Presenting at the conference? Make sure you have a hard copy of your presentation and handouts in a sturdy folder. Even if you’re going to present off a tablet or other device, it’s good to have an emergency back-up.

A means of presenting your powerpoint

Good conference organisers will often ask you to send them your slides in advance so they can have them ready to go before your presentation. But it’s not a bad idea to have back-ups! I usually have a copy on a USB stick and/or my tablet or phone. And make sure you have any ‘dongles’ or cables necessary to connect your device up to the projector or screen!

Other essentials

There are a few other things that help make sure things go smoothly.

Charger(s), adaptors, power bank

That sinking feeling when you see your phone, laptop, or tablet running out of power? Not fun. These days I carry a tiny power bank and charger cable so I can charge devices without having to hunt around for a plug (it’s also lighter than carrying a massive adaptor around).

Something to take notes

This could be a pen and paper. It could be a tablet or laptop. Whatever it is, just make sure you have some way of noting down names, sources, or remarks for after the conference.

Something to keep you hydrated

Giving presentations and chatting with colleagues is thirsty work! I always have a massive bottle of water with me.

Things to keep you healthy

Mask mandates may be dropping all over the world, but I still like to wear one when on public transportation or, you know, sitting in a room filled with dozens of people for a couple of hours. And I keep a small bottle of hand sanitizer with me.

Stay comfortable

All righty. *cracks knuckles* Now we’re getting into the good stuff: the stuff that helps me stay comfortable while trekking around conference sites, sitting in over-air-conditioned rooms, and trying to stay alert throughout it all.

An extra lanyard

When I attend a conference that hands out name tags on lanyards, I keep the lanyard and take it to other conferences. It’s a nice alternative to pin-on name tags, which can damage your clothes or—in my case—stab you repeatedly in the finger while you’re trying to put them on.

Painkillers

Stress, too much heat or cold, dehydration—conferences are full of things that might give you a headache. And sitting around for hours does nobody’s joints any good, so I always have some ibuprofen with me.

Fan

Like a vintage automobile or a laptop from the ‘90s, I overheat easily. And rushing from one session to another (or getting nervous when meeting my heroes) doesn’t help. So I always have a hand fan with me. It’s ended up being something of a conversation starter: there’s nearly always at least one envious co-attendee who remarks that they wish they had brought one along! (Note: fans are also great for fidgeting, since they give you something to do with your hands.)

Scarf or extra layer

I recently attended a conference at a university that hadn’t yet turned on the heat for winter because they were (admirably) trying to save energy. It was so cold that one of the conference organizers spent the whole event in a full-length down parka!! I myself was glad that I’d brought my usual scarf along as a precautionary measure.

Mints

My secret weapon. I’m serious! Not only do mints get rid of that awful coffee breath that comes with trying to stay awake at conferences, but really strong mints (I’m talking ‘curiously strong’ ones like Altoids) can perk me up nearly as much as a good espresso. They’re a total lifesaver when I’m jet-lagged, too.

Customize your conference!

I‘m pretty proud of the survival kit I’ve put together over the years, but I have seen some absolutely mindblowing tools used by friends and colleagues to maximize their comfort at conferences. Here are just a few examples:

• Your favourite tea: What a fabulous-yet-understated bit of luxury!

• Travel yoga mat: I’ve become a convert to this one (two of my favourites appear in this list of best travel mats).

• Eye mask and earplugs: For your hotel room, not the conference room.

• Travel ironing board and iron: This friend wanted to keep his clothes as crisp as possible (though this was back in ancient times, when airlines weren’t charging extortionate prices for bags).

• Sheets, extra blanket, extra pillow: If you’re stuck in a dorm room or cheap hotel, why not make your bed as comfortable as possible?

And the absolute bonkers best thing I’ve seen someone bring to make their conference experience better:

• Nespresso machine. And little espresso cups/saucers. Again, this was in ancient times. And lots of hotel rooms have coffee machines. But we were stuck in a dorm room, where this felt like the absolute height of luxury. (It also made us rather popular with attendees staying on the same hallway!) Big shout-out to my darling friend Dan for this, and to my equally darling friend Sarah for reminding me about it!

Bottom line

There’s no reason to suffer through a conference. Do everything you can to make yourself as comfortable as possible so you can get the most out of the experience!