2020 will see numerous genealogy conferences take
place. Many of these events will take place out of your hometown. RootsTech
2020 is coming up in a few weeks! Are you ready? No matter which conference you
plan to attend, it is best to have a game plan. The success of your trip
depends on it. Simply, make a plan, then work the plan.
Attending conferences can be expensive; make sure
you are ready. Here are some tips to help make your destination/conference a
success. This is not an end all list but hopefully these tips will benefit the
traveling genealogist.
Make
your Conference Plan
Your plans should start when you decide that you
wish to attend a particular conference. Most conference programs are announced
months before tickets go on sale. Decide which presentations you plan on
attending. Make a back-up choice just in case your preferred presentation is
full. Sometimes a presentation and speaker attracts more attendees than
originally projected. The rooms fills quickly and then you are out of luck.
Do not be late; get to the presentation room early. Refer
to the above statement!
Purchase
your Tickets Early
Take advantage of the early bird specials. If conference
tickets are purchased before a particular date, large savings will be had. Most
hosts offer savings up to 50% off. Get 'em early!
Accommodations
Now that know you are going to the conference do not
hesitate getting your hotel room. Many times a conference is held in a hotel or
a large nearby venue. If it is a large or national conference nearby hotel
rooms fill quickly. If you are not lucky enough to have family and or friends
who can set you up with a room, get your hotel/motel accommodations soon!
Waiting too long will get you left out in the cold
or heat. No vacancy! Now you may have to reserve a room at hotel or motel that
is quiet a distance away. If you traveled by airline, most likely you will need
to take a taxi or Uber from your hotel to the conference location. Another
unneeded travel expense!
When booking an accommodation at a nearby hotel
always mention the conference. Many times conference hosts have set up
discounted prices for their attendees with nearby hotels. If you drive to your
destination, check whether the hotel and or conference venue provides parking.
Otherwise you may be scrambling to find a parking lot. Another expense! If
parking is not provided, seek out nearby parking garages and get their daily or
multi day rates.
Airfare
Depending on the distance you will either drive,
take a train, or fly to your destination. Flying is obviously quicker but also
more expensive. Usually the earlier you get your tickets the cheaper they will
be.
When traveling, are you a bare bones no frills traveler?
Or are you a traveler who likes to be pampered and needs perks. Different airfare
classes are available for airline travelers. Economy, Comfort, and First Class
being the most luxurious and expensive option. Many times the lower class
options have restrictions on number of bags and carry-ons. Do your research.
No matter what airline class you fly. Get some rest
on the plane. You will be up and going non stop once your conference begins.
Why start the trip out being exhausted?
Packing
your Gear
Are you a minimalist or a heavy packer? You know
yourself. I like to travel light; simply bringing only what I need. My travel
pack is a suitcase that converts to a backpack and I also bring a laptop bag
that has a shoulder strap. Therefore I do not carry anything. Everything is on
me, on my back and shoulders. This way I can traverse through the airport
quickly, ducking and weaving in and out of the crowds. My preference is to not
carry or wheel a suitcase behind me. Believe me, when moving fast the wheeled
suitcase gets caught on many things including other people. Remember, if you
have multiple stops you might have short layovers at the airport terminals. Get
to the appropriate gate ASAP.
My goal is to bring what I need. Counting out my
days traveling and the number of clothes that I will need. If I mistakenly did
not bring enough shirts, I have the option to do a laundry wash at the hotel.
Not through the hotel but from me using the coin operated laundry machines. I
have not made this mistake in a while but it is an option.
Some other items, do not forget your usual
toiletries, the hotel can provide these. Where comfy shoes. You will be on your
feet all day throughout your trip.
Very important, pack your cell phone/camera/video/laptop/ipad
chargers. If you phone has one, do not forget to bring your data cord to
connect your phone to your laptop or ipad. Bring a thumb drive. You never know
when you might need to transfer data. You very well may meet a distant cousin
whom you can share genealogical data.
If you have business cards make sure you bring
plenty of them for networking. If you have personal address labels, bring
plenty of them. Many vendors offer raffles at conferences. Instead of writing
down all of your information, slap a personal label on the raffle. It is easier
and quicker.
Remember anything that you purchase will have to come home with you. Will you have enough room to pack additional items to bring home?
At
the Airport
In the past I have always driven to the airport so
that no one else needed to be burdened with dropping me off and then picking me
up when I arrive home from my trip. The Albany International Airport has an
economy parking option. Yes it is further away from main terminal however it is
cheaper and there are regular bus shuttles that will transport you to the
terminal every 10 to 15 minutes. The daily parking rate is $6 per day. Always
arrive early, just in case. You never know what can happen!
Now you are inside the airport, checking in your
baggage, make sure ahead of time that your bag is not too heavy or too large. While
waiting to go through the security checkpoint some quick points. Do not attempt
to go through while carrying drinks. Drink 'em up ahead of time. Have your id
and ticket out. Money, coins, keys, shoes, and coats will need to be removed and
placed in a plastic bin to be x-rayed. All carry-on bags need to be open and
placed in a bin for inspection. Laptop computers need to be removed from
carrying cases and also put in plastic bins and sent through the x-ray machine.
Once through security, now make your way to your appropriate gate. Hopefully
you will not have a long wait before boarding the airplane.
Destination
After landing in your destination location, plan on
either a taxi/Uber/shuttle to your hotel accommodations, check-in, relax, and
get ready to have fun!
