Tag Archives: Steve Rudner

Travel Packing Tips for Meeting and Event Planners

Originally published Meetings Today 

 Travel Packing Tips for Meeting and Event Planners

Travel is exhausting; it didn’t used to be.

My first flight was in the late ’40s, which means I’ve been a frequent flyer for more than 70 years albeit not earning frequent flyer points until the start of the programs in the ’80s, with my Dad on a prop plane from Ohio to New Jersey.

I only remember it from photos commemorating my first flight.

That first flight took place during the days when we walked on the tarmac and up steps to board planes and when we arrived, those greeting us came to the tarmac as well.

For that first trip, I didn’t have to pack and I’m sure what was in Dad’s suitcases for both of us was far different than what I later needed as an adult for my travels!

Being a prepared and well-packed traveler allows us to make one part of the experience less stressful. After months of writing about critical industry issues, this April 2018 edition of Friday With Joan is taking a break from issues that impact our industry to issues that impact us and our sanity as individual business travelers.

For those among us who are experienced; for those still acquiring business travel experience; and for the hospitality and meetings students that are in this to travel, here are some travel and packing tips.

The Basics

My esteemed colleague, Marlys Arnold, has written and prepared an interactive CD-ROM entitled “Pack Your Bags: Tips and Tools for Savvy Travelers”—and it’s currently on sale!

She provides lots of information for non-business travelers as well including a reminder of “3-1-1”, the TSA travel rule for liquids and gels where each passenger is limited to one quart-size bag of 3.4-ounce containers.

Keep in mind that you may know how to travel but for your meetings and shows there will always be a first time traveler for whom basic information is useful. Note too that the rules do keep changing especially for international flights.

Keep up to date by following @TSA or @AskTSA on Twitter.

1. Buy good luggage: Though the initial investment may be greater and sturdy luggage may be a bit tough for all to afford, if you plan to travel more than a few times a year, it’s worth every penny.

Frequent travelers have learned that luggage takes a beating whether it’s checked or carried on. Ensure what you buy meets the carrier’s requirements and can be locked with a TSA-approved lock.

Sometimes gate-checking is required when a plane is full and your hoped-to-carry-on bag has to go below. You want to make sure your valuables (which for me includes medications, makeup, clothing, emergency radio and files) are as safe as you can make them if you cannot carry them with you.

When you consider a wheeled bag, if possible, test it first. Handles are of varying length and depending on your height, may be awkward to pull through an airport. And there are different types of wheels, too.

And if you think a bag over your shoulder is a good idea, take it from me: the damage to your neck and shoulders from years of schlepping shoulder bags is now terribly painful.

Roll, don’t carry.

The most useful device I recently acquired is a Bag Bungee. It has allowed me to attach my backpack with laptop inside to my rolling bag far more easily than I had before with the hook on the suitcase or sliding it over the suitcase handle.

2. Ticketing: Whether traveling by air or rail, booking through discount websites may be a great way to save money. I don’t. I’ve heard and read too many stories of those denied boarding or not having the seats they thought they had when doing so.

Or if a flight is canceled or changed, the inability to then change other legs of trips, including changing carriers, may not be as easy as booking elsewhere.

I prefer booking using a travel agent or directly with the airline.

For train travel, I book directly with Amtrak on their websites or by phone.

Note: some airlines charge an additional fee to book using their reservations agents. Decide if it’s worth it by checking the airline’s website or asking when you call if there is an additional fee. Amtrak now too has fare rules similar to airlines regarding cancellation or changes.

Check before you commit.

Like many business travelers, I’m very picky about seat location. The sooner a ticket is booked (on most airlines) the more options one has for flights and seats.

Caution: there are now as many classes of seats and fees for specific seats including seats allowing you to sit with traveling companions as there are airfares. Check frequently. Aircraft changes for your flights may cause seat reconfigurations.

If you are flying on a commuter jet or smaller plane, find out the ability to take carry-on luggage on board. This will also help you decide which luggage to purchase and use.

Additionally, it will help you decide what to pack.

3. Boarding: If you are in a “priority” boarding class, arrive in time to do so. This is more likely to ensure space overhead for luggage.

And if you are traveling by rail, most Amtrak stations have great Red Caps who can board you early especially if you want an Amtrak Quiet Car seat which quickly fill.

Do remember to tip those who assist you.

What’s in your suitcase?

It was delightful to learn what colleagues pack for business trips. Each has different priorities. Of those queried, none noted required medical devices such as a CPAP machine, which is not included in the two-bag maximum for most carry-on luggage on U.S. flights. It may mean you have to schlep a bit more and you should plan accordingly.

I try to limit what I take with me. The ability to do so goes back to my dad, of blessed memory, who traveled by car as a salesperson.

Dad limited his wardrobe to easy, interchangeable items.

Like him, I have a “uniform.” His was khaki slacks or, in winter, gray flannel, button-down collar shirts and navy blazers of different weights for different seasons. Mine? A black jumper dress, good T-shirts, and shawls along with jewelry, the latter two the equivalent of Dad’s tie changes to create different looks.

Make a list

I’ve learned that without a list, something is forgotten. And even with an always-packed-with-essentials suitcase, items (shampoo and soap* for example) need to be replenished.

For me, writing the list helps me think versus using a pre-printed list to check things off. I think from head to toe, literally, and what I’ll need, always planning at least one extra of most items “just in case” a connecting flight is canceled and I need to spend a night.

In addition to the usual for some (laptop, iPhone, chargers, medications, makeup, underwear, something to wear to sleep, and clothing accessories—for me, jewelry, for others, belts or ties), I take:

  • Unscented or scents-I-can-tolerate toiletries*: hotels if you’re reading this, please have an option for unscented products! Some of us have chemical sensitivities and cannot use the soaps (or shampoos, conditioners, lotions) in the rooms.
  • An emergency radio for its many components (There are other brands and places to purchase).
  • A travel-size white noise device. Yes, there are apps for that and sometimes no convenient electrical outlets. Having this makes a difference for a good night’s sleep.
  • Traveling duct tape. It comes in rolls or flat packs and can be your best friend for anything that needs to be fixed from hems to tacking down electrical cords in your guest or meeting room.
  • Multiple small flashlights (in my luggage and purse), extra batteries and two battery-operated alarm clocks, one of which has a flashlight built in.
  • An extra pair of eyeglasses, or when I wore them, contact lenses plus eyeglasses.
  • Antiseptic wipes to wipe down armrests, tray tables, hair dryers, TV remotes and other items where germs flourish.
  • “Emergency” (Mylar) blanket(s) like a shawl or sweater, this is great for flights, delayed flights sitting on cold tarmac, or cold meeting rooms.
  • A small personal fan for flights delayed without air conditioning on or in over-heated meeting rooms, or, well, you know, women of a certain age!
  • A collapsible wind-resistant umbrella and a hat that repels rain.
  • Face masks especially during flu season.
  • My passport, D.C. ID [I don’t drive so it’s a non-driver ID] and TSA Pre-Check card because even though my boarding pass shows I’m Pre-Check, it always pays to have, as Timothy Lam notes, extra ID.

What about packing clothing?

Above I noted that my dad was very simple in what he packed.

I’m fascinated by those who take many multiple outfits and shoes while I travel with minimal clean clothes that can be mixed and matched and try to get away with one pair of shoes that can look fine for business or casual wear.

If I worked out, I’d ship the extra items that I would need. As Reiko Tate said, a large shawl is great as an accessory and an airplane blanket or warmth in a cold meeting room.

Like others have noted and Marlys Arnold stresses, roll your clothes.

They are neater and take up less space. Use the inside of shoes, if you take extra, for smaller items like sox, jewelry, belts, and scarves.

What about checked luggage?

Only when absolutely necessary.

Waiting for checked luggage is for me a colossal waste of time. Years ago, on a trip to the neighborhood dry cleaners, I ran in to a colleague who was picking up her clean clothes to be put in a box to ship to her next meeting.

I began doing the same.

There are now luggage services that ship and some airlines provide that service.

I put clothes and other items that may be too bulky for a carry-on, like a small battery operated table fan for stuffy rooms, neatly in plastic bags and directly in a box and send them by overnight or two-day service.

If you do this, check ahead to ensure the availability at hotels for accessing your box if you arrive late or on a weekend and the handling charge for their receiving (and reshipping) the box (with dirty clothes and other items not needed) for the next stop.

Hotels with in-house UPS and FedEx outlets can, even when you have an account with the service, charge a significant fee for handling and delivering the box to your room.

As a number of those interviewed said, check to see if you can do your own laundry at the hotel [for that I have to send unscented detergent and softener or dryer sheets] or the cost of dry cleaning. It may be worth it to take fewer clothes.

Hot shipping tip

Although I love USPS Priority Mail flat rate box service, I learned the hard way (is there any other?) that not all mail addressed to a hotel goes to the hotel itself. Rather it may go to a post office to be picked up by the hotel … and never seen again!

Ask before you mail or ship what the services are.

Ensure your box or luggage has additional labels (to the shipping label) inside and on the outside with your name and arrival, hotel name and address (An inside label is smart for inside your checked and carry-on luggage too).

If you’ve read my blogs and comments long enough you probably wonder if I’m worried someone will see that information and have more than I want them to about my whereabouts.

Yes, I do think about it and yes, I still ship.

Lastly, as others noted, take less than you think you want. Overpacking is easy and causes overstuffed or too heavy bags. No one is going to care if you wear the same outfit with different accessories (ties, jewelry, scarves or shawls) daily.

Pack in a way that allows you some flexibility.

Now, tell us your travel, and especially packing, tips in the comments below.

We all learn from each other.

Safe travels!

Editor’s Note: The views expressed by contributing bloggers are their own and do not necessarily reflect the opinions of Meetings Today or its parent company.

Any products or services noted are for reference and do not constitute an endorsement.

Related Reading From the April 2018 Edition of Friday With Joan

What’s on Your Ballot?* VOTE Nov. 8 – Our Industry Matters!

Originally posted Meetings Today Blog

What's on Your Ballot?* VOTE Nov. 8 – Our Industry Matters!

What’s on Your Ballot?* VOTE Nov. 8 – Our Industry Matters!

“Within the last decade, the travel industry has experienced tremendous change and has been dealt various struggles and challenges. Many of these have played out in the political realm. As another election approaches, we all need to be informed as to where the candidates stand on issues important to our industry and how referendums on the ballot may affect us—whether positive or negative. This is also an important time to engage in the civic conversations. Members of our industry need to engage candidates before the election and inform them of the powerful economic impact and job creation our industry provides to thousands of communities throughout the U.S., and equally as important, the effects of various policy proposals. They need to know the travel industry constituency is one they cannot ignore.

Waiting until someone wins an election is often too late. Their priorities may already be set, their views already formed. I would encourage everyone to participate to the level they can starting with voting. Nothing is more important!”  ~~ Don Welsh, president and CEO, Destination Marketing Association, Intl. (DMAI).

My first vote was on my birthday during the 1968 Ohio Primary (It’s OK to do the math!). Before that, as a child, accompanying my parents when they voted, the magic of the voting booth—then a booth with a curtain and levers, something I miss—was a remarkable experience. In a family where, if you read my Sept. 26, 2016 blog you know news and reading were a daily part of our lives, politics and elections were always discussed.

Voting, my parents instilled in me, was the most sacred right we had which was especially stressed by my Dad (of blessed memory), who’d fought in WWII, and both parents fought block-busting and worked for civil rights. Knowing the issues and candidates was a subject of dinner and other conversations. Political conventions—when they were more than “made-for-TV” events—were looked forward to and watched well into many summer nights.

This year, the U.S. faces a contentious presidential election, the outcomes of which will impact our lives and our industry for years. I read and hear many people say they won’t vote at all because they don’t like either of the two major U.S. Parties’ candidates or the two third party candidates. More, I hear Millennials are not as concerned about voting. My friend and colleague, Charles Chan Massey said:

I’ve been registered to vote since I turned 18 and have never missed an election yet. This year more than ever it’s important to vote AND to elect progressive leadership at the national, state and local level. Politicians in conservative states (or in some cases, in states that are not necessarily conservative, but have been made so by voter suppression laws and gerrymandering of voting districts) have begun enacting laws that are beginning to directly impact the meetings and events industry. If we allow the pattern to continue who knows what will happen not only to our industry but to our very way of life? I for one don’t want to find out and encourage everyone to vote AND to vote for progressive candidates and issues.” ~~ Charles Chan Massey, founder and CEO, SYNAXIS Meetings & Events, Inc.

Not voting? To me it’s not an option. This letter, written in 1962 to President John F. Kennedy about voting rights, is indicative of why we should cherish and exercise our right to vote. For African Americans and women in this country, the right to vote was hard fought and though we thought it was won, there are still many states where voting rights are far from secure (Suggested: Google or other alerts for “voting rights” to become more aware of voting issues around the United States).

“Dr. Martin Luther King, Jr. once said, ‘Our lives begin to end the day we become silent about things that matter.’ Elections matter! I get frustrated and disappointed when I hear people say that they are not going to vote because they ‘don’t like either candidate.’ Throughout their young lives I’ve discussed with my five children the electoral process and reinforced that voting is not only a privilege, it is an obligation that we have as citizens of a free democratic state—a right that our forefathers gave us and many Americans have sacrificed to protect. And as important as the selection of our next president is, a general election has implications on so many other offices and propositions at the federal, state and local level that we need to educate ourselves on those issues and vote on them. I encourage you to exercise your right to vote and help shape the future of our great country.” ~~ Paul M. Van Deventer, president and CEO, Meeting Professionals International (MPI).

I’m with Paul on this; I hope you, readers, are too.

To prepare for writing this blog and newsletter, I began collecting “down ballot” (non-Presidential) issues that impact our industry. It’s not been an easy task! When I asked a number of industry associations if they collected ballot issues for the U.S., I got unequivocal “nos”—they did not have lists. That became (more) surprising when I learned that one CIC member, in particular, is working to influence an initiative in Seattle (I-124) about which you can read at the links in the second part of this October 2016 Friday With Joan newsletter.

I also solicited from a number of Convention Industry Council (CIC) member CEOs, and others who influence our industry, statements about why people should vote. My deep appreciation to those who provided the statements you can read interspersed throughout and at the end of this blog as well as that from Don Welsh, CEO of DMAI, with which this blog leads.

Consider that without exercising the right (and privilege) to vote—if you’ve not registered and missed 9/27/16 Voter Registration Daycheck here to see if your state or territory, or if you are an American living abroad, allows registration when you read this or same day as voting registration—you are missing an opportunity to influence the laws that impact you and our industry.

Our industry has been hit hard because of misperceptions about meetings (remember the “AIG effect”? “Muffingate”? The stress on government planners during the Congressional hearings? HB-2 in North Carolina and other like bills?). We can do more!

Throughout the years, the meetings industry has been vocal in its complaints about laws which make communities inhospitable. As members of the hospitality community, we have a duty to vote, to prevent the adoption of such laws and to ensure those who advocate them are not elected to positions of power. As an example, the State of North Carolina is now suffering the devastating economic consequences of its adoption of laws which would further discriminate against the LGBT community. In all of the many states in which similar legislation is being considered, and in the many states in which discrimination against members of the LGBT community – in employment, housing and access to service in restaurants and stores – remains legal, we must vote to make our voices heard. Little is changed by complaining. Everything can be changed by voting.”  ~~ Steve Rudner, managing partner of Rudner Law Offices, exclusively representing hotels and resorts.

Voting in national and local elections is one of the greatest responsibilities we have as citizens. SGMP’s hope for any election results is that there will be continued support and understanding of the importance of education and conferences in the government sector. We encourage members to be aware of legislative or ballot issues that may affect their meetings.” ~~ Michelle Milligan, CGMP, Society of Government Meeting Professionals (SGMP) national president.

If you think that every vote doesn’t count, it does. Thanks to Mental Floss for this great information.

This year, each and every vote is essential. I think people acknowledge this on some level, but it’s hard to say whether that will make people actually get out and be part of the turnout we so desperately need to see. The way I see it, it’s not just about who will be the next president (although that is a really BIG deal!)  Our choice in November also has the power to impact many state and local decisions to follow. Among the ones that concern me is legislation that adversely impacts how people are treated in our own back yards. I am deeply and personally opposed to the creation of laws that permit or even give the appearance of tolerating discrimination. With my association “hat” on, these types of laws could also cause serious harm to our meetings and conventions business by creating an unwelcome environment for convention sponsors and attendees. I hope that people who support and are passionate about diversity and inclusion will use their votes this November in ways that not only move our country forward, but also encourage fair practices and discourage discrimination in any form.”  ~~ Susan Robertson, CAE, EVP, American Society of Association Executives (ASAE) and president, ASAE Foundation, and CIC chair-elect**.

As a fourth-generation Washingtonian [the DC Washington], and one whose family had incredible debates about all political issues (any opinion was allowed), the importance of being informed and involved was always stressed in my family. In fact, my uncle ran for Congress a few years ago. 

My parents instilled a strong sense of citizenship and always stressed that we are responsible for our leaders and their results (or lack thereof). I received a degree in government and politics from the University of Maryland and interned for a political organization, then worked on Capitol Hill. I began my work in government relations and soon learned the value of organizations and the expertise they lend to our political process. We know that by being engaged, we can affect great outcomes and help design the future of our country. I am able to help my NACE members because of my government experience and am excited to see the work we accomplish within the Convention Industry Council as well.”  ~~  Bonnie Fedchock, CAE, executive director, National Association for Catering and Events – One Industry. One Association (NACE), and chair, Convention Industry Council**.

Here’s what you can do:

1. Register to vote if you’ve not done so, and ensure your co-workers, family and neighbors do too. Take our poll so we can see the power of the hospitality community.

2. Learn the issues and positions of local, state, and federal candidates. Share those issues in the comments section. If you are a voter from another country, in the comments to the blog add to the issues I’ve provided and tell us with what you are contending politically that could impact our industry (I hope everyone is keeping up with Brexit and the implications).

With thanks to colleague, friend, and former client, Karen Galdamez at COST, for this great resource to track tax and other ballot issues. Remember: where you hold meetings may not be where you vote and knowing—especially if you didn’t contract for a hotel or convention or conference center to tell you about increased taxes after a ballot or city council or state initiative—what you’ll pay is critical to your responsibility as a meeting professional (This does not let hoteliers and other suppliers off the hook! Let your clients know if there is an increase in taxes or service charges or other laws that could impact meetings).

Subscribe to the Business Journals for the cities in which you have contracted or are considering meetings. And get alerts for topics that include “hotel taxes,” “tourism taxes” and “infrastructure,” all of which impact our meetings.

3. Contact your member of Congress or a city council member or state legislator who might not know the value—financial and to the health and education of people—of meetings and our industry. On Meetings Mean Business’s Global Meetings Industry Day and at other times, do more than celebrate meetings. Reach out to the U.S. House of Representatives and US Sentate on important issues that affect the industry.

4. Share this newsletter and talk about the issues with co-workers, colleagues, family, neighbors and friends.

5. Vote on November 8. If you know someone who doesn’t have a way to get to the polls, offer to take them and then do so, or help them get an absentee ballot. If you have a meeting on November 8 or it’s a travel day, remind expected participants and exhibitors and sponsors to vote prior to leaving for your meeting. Consider having a viewing room on Election Night for those who want to be with others to watch.

6. Read these closing comments from our industry leaders and take them to heart. They’re voting. You should too.

The election cycle is essentially a series of face-to-face meetings and events that come down to one final in-person experience – casting your ballot. These national, state and local elections will influence regulation and/or legislation that could positively or negatively impact face-to face-meetings and our industry. As a representative of the Meetings Mean Business Coalition, we urge everyone to exercise their right to vote and be heard on November 8th. Because the most important moments and decisions are worth meeting about.” ~~ Michael Dominguez, CHSE, co-chair, Meetings Mean Business Coalition; SVP and chief sales officer, MGM RESORTS INTERNATIONAL.

As a member of the travel industry, you should vote to make your voice heard at the local and national level. The $2.1 trillion travel and tourism industry is truly bipartisan and positively affects every Congressional district in the United States. No matter who wins the White House this fall, one thing is certain: travel works for America. It’s why we will continue our work with policymakers at all levels to ensure that travel is secure, accessible and efficient.” – Roger Dow, president and CEO, U.S. Travel Association.

I encourage everyone to make sure their voice is heard when it comes to any type of election of ballot. I, too, believe that active participation in any democracy is an important right and responsibility that we all have. Thanks to you for continuing to ‘being a vocal conscious and advocate’ of the meetings and events industry.” ~~ Robert A. Gilbert, CHME, CHBA, president & CEO, Hospitality Sales & Marketing Association International (HSMAI).

As the final countdown to Election Day is upon us, now is the time to take a stand and support candidates at all levels of government—city, state and federal—who will advocate on behalf of hoteliers. The stakes are higher than ever for the hotel and lodging industry as new legislative and regulatory opportunities and challenges continue to emerge. With one unified and powerful voice, we can define our industry and your involvement is critical to these efforts. We encourage all of you to get out the vote and support candidates who will make our industry stronger.” ~~ Vanessa Sinders, senior vice president, government affairs, American Hotel & Lodging Association (AH&LA).

Our constitution gives us the right to participate in our destiny. Yet, bad officials are elected by those with best intentions, but don’t vote. If you want your voice to be heard, use your vote; it is one of your most powerful possessions.” ~~ Deborah Sexton, president & CEO, Professional Convention Management Association (PCMA).

*With apologies to Samuel L. Jackson and the company for whom he does commercials for the title of the blog.

**Susan Robertson and Bonnie Fedechok are not speaking on behalf of the Convention Industry Council. Their CIC positions are there for informational purposes only.