Genealogy Conference Traveling Tips

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!