Traveling To An Event? Here Are 10 Tips For Planning A Seamless Trip

As an event planner, you know how crucial it is to plan ahead before attending a far-away event. Whether you’re jet-setting to a foreign country or driving a state or two away, travel can take a toll on your mental and physical health.

Check out these tips to make your event travel process as smooth as possible.

four girls having fun driving a car

1. Plan ahead

The more you can check off your list ahead of time, the better. Rent a car weeks in advance if necessary, check on your flight statuses starting 24 hours before it’s time to leave, and arrange for pet and home care far in advance of your departure date. 

2. Pack the essentials and don’t leave packing to the last minute

We know we know - packing can be a pain, and you may feel inclined to keep putting it off until the night before you leave. This creates unnecessary stress! Make a list, check it twice, and get packing at least a few days before it’s time to head out.

3. Stay hydrated!

Invest in a reusable water bottle and don’t forget to fill up regularly. Setting an alarm on your phone every few hours to remind you to drink up will help your body stay strong against the onslaught of germs you’ll encounter while traveling.

4. Check the weather

You don’t need to be constantly connected to your weather app, but keep an eye on the weather at your destination a few days before you leave. This will give you plenty of time to make any necessary adjustments to your packing list, and to change arrangements for outdoor activities at your event if necessary

5. Plan your travel route

Whether that means figuring out how you’re going to get to the airport or taking a look at your directions to your event a few days before, have an idea of where you’re going. WazeMapQuest, and other navigation apps are great, but you’ll want to have a solid idea of the route you’ll be taking no matter how much technology you’ll have at your side. 

6. Print your paperwork - your itinerary, tickets, etc.

Having a hard copy will give you the peace of mind you need. Phones crash and die, wireless service can be spotty, and apps can be down. When you have a hard copy of the information you need, you’re giving yourself an insurance policy to make sure things go right. 

7. Pack light!

You’ll want plenty of room in your luggage for all the great stuff you will purchase at the event. Leave room for souvenirs, swag, clothing, and anything else you decide you want to take home with you. 

8. Pack breakfast and/or lunch for the day of your travel

While it can be tempting to swing by Starbucks and pick up a croissant, you’ll feel sluggish and crabby before noon if you don’t properly fuel for a full day of travel. When you pack a breakfast and/or lunch loaded with veggies, healthy fats, and lean proteins, you’ll give yourself exactly what you need to stay strong and healthy as you travel. 

9. Get off your phone and go to sleep!

When you’re excited to travel, it's hard to relax and wind down, but it’s essential that you get your rest before you hit the road. Cuddle up with a favorite on Netflix and make sure the lights are out with plenty of time for you to get a full eight hours of sleep.

10. Don’t forget to keep a few bucks in your emergency fund

Prepare for the unexpected when you’re traveling - this means having a little extra money tucked away in your savings account just in case something goes wrong. If it turns out you don’t need it (and you probably won’t), put it toward your next adventure.

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