A well-planned travel day can make for an easy transition to the location of your next big event. But if you haven’t considered some important details, it could turn into quite a stressful time!
Here are our top five tips for preparing to travel:
1. ENSURE ALL NECESSARY MATERIALS ARE PACKED AND READY TO BE MOVED OUT
Sound like common sense? You’d be surprised how often people forget about packing their event materials, making them late to get everything situated at the venue once they arrive. Don’t let this be you! To ensure your materials are packed, make sure to create an inventory of what you’ll need at the event location ahead of time. Then label each box accordingly, so there’s no question as to what is inside.
2. KNOW WHERE YOUR VENUE IS LOCATED
If you don’t know how far away your destination is or aren’t completely familiar with the layout of the city it’s in, do some research beforehand! Take note of any travel accommodations that might be necessary (i.e., rental cars, buses, etc.) and traffic patterns that could affect drive time; this way, you’ll be prepared for anything that may come up en route to your destination. You can also speak with transportation professionals like U-Haul beforehand to find out the best ways to get there and stay safe.
3. ORGANIZE YOUR DOCUMENTS AHEAD OF TIME
Planning on using a laptop or tablet? Ensure all necessary media is downloaded and accessible so you don’t have an issue during check-in at the event. Speaking of check-in, be sure to bring any credentials, digital badges, or QR codes needed to gain access – don’t forget to print them if they must be mailed! If you’re traveling with physical items such as books or manuals, make it easy for yourself by bringing plastic bags that can easily fit them all in one place.
4. PLAN ACCORDINGLY FOR WEATHER CONDITIONS
Weather can significantly impact travel times, especially when it comes to winter storms and other types of inclement weather. If you can, try to leave a few days ahead of time, so you have wiggle room if the roads are too icy for travel or if there’s more traffic than usual. Additionally, make sure everyone on your team has an updated list of what will be moved and when; this way, any delays won’t cause problems down the line with deliveries or check-in times.
5. KNOW HOW TO CONTACT OTHERS
Whether it’s someone from your organization who might be available to help out, venue staff members involved in your event, people who may need to get in touch with you specifically (like vendors), or even family members that were invited, but their numbers on an easily accessible sheet that you can all refer to. This way, you can stay in touch throughout the day about anything that may need your attention or theirs.
When you put these tips into action, you’ll be more prepared for everything your travel day has to throw at you – and maybe even enjoy yourself!
