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Going to a large conference can be exciting, and RWA® isn't an exception. So much to see, so much to do. So much so it can be very daunting for anyone who hasn't been to a large event such as this. Here's how I handle my RWA® Conference experience.
Give yourself extra time to get from one place to another within the hotel. Wait time will be longer than you might expect at the elevators, at the restaurants, on the shuttle to and from the airport. You're sharing all of these things with 2,000 plus conference attendees, all on similar schedules. Planning to get there about 10 minutes earlier can help you be on time for all events.
After checking-in, you might want to get a cardboard box. This is for the nearly dozen books you will receive in the gift bag and on your chair at lunch. Remember you also might buy more books at the Book Fair or the literacy signing. Taking these in your luggage on a plane can put you over the weight limit fast. There are usually several cardboard boxes located near the registration area. There is a FedEx business center where you can ship the books home, saving room in your luggage.
When you've gotten your gift bag, been through the goody room, and gotten into your hotel room, take a few moments to breathe and go over the conference schedule. If you want an advance look at it, there is a PDF copy available on the RWA® site here. CLICKY You'll need Acrobat Reader, which is free here. CLICKY
I tend to place conference into four catgories: Must Do, Wanna Do, If I Can, and Down Time.
- Must Do -- is something I feel is a real can't miss. For me this includes my volunteer shifts, my editor/agent appointments, the PRO Retreat, the literacy signing, the awards gala, and a couple of chapter parties.
- Wanna Do -- are the workshops from which I would benefit most. Usually, I look to see which workshops are not being recorded, then compare it to my Must Do list. If there's no conflict, I try to schedule that in. However, if there's a conflict, I weigh where I am in my writing and what can help me immediately. Also, if there's a workshop that looks like it'll be better if I can ask questions, or if there's something visual that might be lost on recording, I lean more strongly toward selecting that workshop. I know for certain my local chapter is purchasing the talks on CD and I'll be able to catch much of the workshops later.
- If I Can -- are things that aren't essential, but I would love to have the chance. If there's a scheduling conflict, they will fall by the wayside. And, if I need more Down Time than I expected, I will reluctantly give way to my body's demands, or my sightseeing whims.
- Down Time -- is time I'm not at the conference, not preparing to go to something at the conference, and not thinking about the conference. This can be time spent sightseeing, resting in my hotel room, taking a meal (or a drink) by myself, or catching up with friends. I plan a lot of downtime at conferences. I know that hotel a/c and conference room lighting makes my brain foggy. Add the information overload that's more than possible, and a serious amount of break time is needed to help avoid conference burn-out.
Keep some of your business cards on you at all times, and also $20, for drinks. You never know when you'll strike up a conversation and want to continue away from the conference rooms. Making new friends is every bit as important as cementing old or online friendships.
Drink plenty of water. Hotels blast their a/c and it's real easy to dehydrate. That leaves you open to catch colds, flu, or something I just call "con crud." Last thing you want is to have to miss something that's a Must Do, especially if it's an editor/agent appointment, due to illness.
Layer your outfits. A light shirt can be covered by a blouse can be covered by a sweater. While all rooms are air cooled, you still can go from a nearly empty and freezing room to one that's full and stuffy.
Travel to any and all conferences will take a little planning for your comfort. Long ago, people dressed up for travel because it was a luxury. Now, we tend to dress for comfort, only changing into our good clothes when we are about to reach our desitnation. Whether you go by car or fly out, here are some things to check off before you leave.
By plane:
- Drink 8 ounces of water every hour you're in the air -- When you get on an airplane it is at 0% humidity. When you get off of a plane it's at 65% humidity. That only comes from the passengers -- you! Keeping hydrated will not only knock back any "bugs" you might get, you will be less likely to be ill during the conference.
- Walk around for at least two minutes every hour -- Keeping the circulation going in the legs when at cruising altitudes can be crucial to diabetics and anyone with circulation problems in the knees. If you're on a flight over 5 hours, you might consider doing a little stretching for five minutes about half-way through.
- Time Zone Awareness -- If you're crossing more than three time zones, you might have to consider the timing of your meals, snacks and medications. More than that, try to think of what you expect to be doing during your destination's time of day. Match your activity while in the air. This will prepare you mentally for the time change.
- Medications -- take them in your carry-on or purse. Luggage does get lost, and you don't want to be without your meds. Only take them in a bottle with the printed pharmacy label, in case your carry on is spot-checked. And in that vein . . .
- Important papers -- Keep all confirmations, identifications, directions, and your airline tickets in your carry-on bag. If it's something you can't get around without, don't pack it in your checked luggage.
- Luggage size and weight -- Different airline carriers have different weight and suitcase dimension limitations. These are usually on their website.
- But I need it! -- If you have any item you're taking for yourself -- special energy drinks, wines, coffee, etc. -- check with the airport you are flying out of as to the policy on packing beverages for yourself. For special foods, you'll have to double check with the destination airport -- they will be more aware of what the state allows to enter from other states or countries.
- Make time for security -- Check with the websites for the airports you will be traveling to/from. They should be able to tell you a typical wait time, some even give a range of wait time. Also, check with the airline's website, they may have boarding rules asking you to be checked in a certain amount of time in advance of take off.
- Dress for destination -- Take a look at the national forecast, make sure you know what the weather will be like when you get off the plane. If you're over or underdressed for the weather, remember, it could be as long as two hours before your ride is able to accomodate you in a busy airport.
- Boost your immunity -- I will always recommend a product called Airborne. Created by a teacher tired of catching every little virus from school kids, it's a fizzy tablet you put in a little water and drink. I've had nothing but success with it. My husband doesn't care for the taste of it, but there is orange, lemon-lime and grapefruit flavors available. If you really don't like it, try putting it in some juice. Most drug stores and pharmacies carry Airborne.
By Car:
- Don't drive straight through -- stop every two-to-three hours and get out, walk around for fifteen minutes. The circulation in your legs may not feel compromised, but when you drive for over four hours without a break, swelling in your ankles and knees can make you sitff beyond belief.
- Have water to drink -- air conditioning or 2-70 a/c (aka, the windows down) isn't just air. There are particles from the other vehicles' exhaust, dust, and the usual things from local flora that can help dry you out.
- Have snacks handy -- don't let your blood sugar dip too low. Something with a combination of carbs and protein is recommended. Crackers and peanut butter is perfect. The carbs give your blood sugar an immediate boost, while the protein will help it stay with you. This keeps you awake and mentally alert on the road.
- Got stereo? -- one way to beat highway hypnosis is having a large stock of music you love to sing to, or at least can't fall asleep to. If you prefer an audio book, go for it. Long drives are great to hear a good story. Another way to spend the hours on the road is mentally going over the details of your story, your pitch, preparing for your appointments, or that possible elevator meeting.
- Have your car serviced before you drive away -- Tell the mechanic how long a drive you're taking and you want everything looked at. A friend of mine's car blew up on her part way from L.A. to Reno last year. She needed neither the expense nor the scary hassle on the road.
- Know the type of trip you're taking -- Driving in the desert during the day is never recommended. However, if you must, plan some downtime in the middle of the day to give your car's cooling system a break. Mountain driving requires a lot of gear shifting, so be sure the transmission is in good condition. If you have to, buy new tires. Road hazards are a cliché. Bring extra water, anti-freeze, a tire repair or stop leak cannister, jumper cables, and several quarts of oil. You never know when you'll need any of it.
- Cel phone -- If you don't have a service such as OnStar, or a cellular phone, consider getting a pay-as-you-go phone, just for the trip. I know it won't help in the complete middle-of-nowhere break downs, but it is handy to have just in case. They cost about $100, but it's better to be safe than sorry.
Well, you've arrived. My next article will be about how to survive a busy and overwhelming conference.
Don't Stop Writing,
Sandra
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