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Pre Conference Travel and Logistics Planning

Pre Conference Travel and Logistics Planning

In my new role, I’ll be attending and hosting lots of conferences and meetups. This means traveling probably as much as twice a month to other places, and that means lugging all the stuff a technological nomad needs to take along to stay viable. Here’s a list that I’m compiling that contains some obvious and maybe not-so-obvious pre-plans.

Pre-Conference Travel Checklist

  • Clothes. This is a given to TAKE clothes, but be sure to have a mix of multi-use, casual-to-faux-formal clothes. Take fitness clothes, if you can, too.
  • Toiletries. The US has just approved using a quart-sized sealable plastic bag full of travel-size toiletries (shampoo, deodorant, toothpaste, etc).
  • Business Cards. ALWAYS bring business cards. If you’re not traveling for your day job, print your own at somewhere like VistaPrint.
  • If you print your own, add WHAT YOU DO FOR OTHERS/WHAT YOU WANT FROM OTHERS on the card. (Example: Chris Brogan. Pulvermedia. Looking to meet and talk about the future of video on the internet.)
  • Chargers. This is the one most people miss. Double check that you have one charger for each piece of gear.
  • Transfer cables. I shot movie footage a few weeks ago, and then couldn’t display it anywhere because I didn’t have the right cable to share it.
  • Energy bars. Plane snacks are fewer and further between, and hotel snacks aren’t that great either. Take a half dozen energy bars for quick, good, calories.
  • Reading material and an mp3 player. There’s lots of travel time wasted. Take podcasts and books/magazines with you.
  • USB thumb drive(s). Take one for your data, but consider picking up a cheapie 32MB one to give out, if need be. Smaller and easier to manage than bringing along CDs or DVDs to burn, depending on the size of the media you want to share.
  • 3×5 cards or a notepad, and a pen. Are you kidding? This is on EVERY list.
  • Maps. Use your mapper of choice: Google? MapQuest? Yahoo? but use one. Map out all the parts of the city or cities that you’ll be traveling. Get directions both ways (to and from). Build these into a little binder, if you want, or at least color-tag them so that you know which one to pull out when.
  • Accommodation info. I *always* forget the name of the hotel I booked, because there are often multiples tapped for an event. I also share this with family and friends, so that people know where to find me in an emergency.
  • Prescriptions. Make sure your medicine needs are up to date. Sometimes, you can contact your doctor and ask for an additional prescription, just in case you run into trouble somewhere else. This’ll save you some time, especially if your med is important.
  • Bring a crapload (technical term) of Ziplok gallon bags, and maybe some quart bags, too. They’re insanely useful, for millions of things.
  • A roll of duct tape beats a lint brush any day. If you don’t want the whole role, peel off a long strip and re-wrap it carefully.

Targeted Planning

So here’s something people rarely do before attending a conference: target who’s going to attend. If you’re going to a trade show in your industry, get out on the site’s attendee list, see who’s coming, and look for the following:

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  • Company blogs.
  • Technorati mentions.
  • Personal blogs of attendees.
  • Industry news in general.

You could build a reasonably robust packet of information through a quick (but deep) read through your RSS reader of choice. (I like Bloglines for a web-side reader). And this will give you more conversation grist for the conference. Further, if you happen to need something, on behalf of your company or yourself, you’ll have the pre-knowledge of who’s doing what in your industry. If you learn that people are hiring, or that someplace just had a layoff, you might even find a new job, or fill the jobs you need filled at your company.

Networking Tips

Lots of people forget that conferences aren’t just about the expo floor and the presentations. It’s about getting to know other people in your industry (or in the area of your passion), and echanging ideas. The key element of this happening at the show is your pitch. What are you going to say to start an engaging conversation? I’ve mentioned going to 15 Second Pitch before to learn some great tips, and build your own pitches online for free. But here’s another tip to go with that one: Build a great 5 second soundbite, a 15-30 second teaser, a 2 minute trailer, and then the full boat conversation. What?

The 5 second soundbite is what you say shortly after people look for your badge (wear this on your right side, if you shake right-handed). It should NEVER be your job title. It should be something about what you do, what you’re looking for, or what you offer. (By the way, I’m not the expert. Laura is. Go see her for details).

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Tthe 15-30 second teaser is like the warmup to tell people just a little more if they bite on your soundbite. This should give them just a little more of the story, to show the other person where they fit into your ecosystem.

The 2-3 minute trailer is like a movie trailer. You’ve gotta show the best of your idea/offering/whatever in this 2-3 minutes, because this is your shot. You watch trailers, right? Do they help you decide whether to see a movie or not? Of course. Make your trailer really compelling, but then, you have to deliver.

The rest is just the full conversation. Remember to give the other person time to talk. Make your presentation about them, as best as you can. Give them chances to exit the information dump, in case they’re being polite instead of interested. (This will save you both time). And always be courteous to people’s time. They’re there to meet lots of people, too.

After the Show

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First and foremost, reconnect with your family and loved ones. Give them attention, and try not to lead off by talking about all the crazy things that happened to you. Ask your spouse (who cared for your kids while you were gone) or your boyfriend or whoever details about THEIR experience while you were gone. Listen to them. Ask questions. Give them a chance to feel at the heart of your attention. (This is the best advice I can give you for your relationship with regards to travel).

I’ve already covered this before, but to recap, make sure you send a brief email to every business card you received at the event –Remember: it’s YOUR job to GET cards, not give yours out. That’s a bonus– with tidbits of specific things you and the other person talked about at the event. Do this as quickly as possible. Keep the contact fresh. This will reinforce the person’s memory of you at the event, and promote a better feeling about what you and the other person might do in the near term.

Reset your toiletries. These are the things that eat up annoying time when you’re ready to travel next, because you forgot to bring them.

Your Tips and Add-Ons

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You know me. I love to end these things looking for your feedback. I love adding to the conversation. If you do it here, great. If you do it on your site, send a trackback. But let’s keep the conversation going. I bet someone could even take the first few lists and upload them into our wiki and build even more around them. But let’s keep the conversation going. Okay?

— Chris Brogan keeps a blog at [chrisbrogan.com]. He’s just joined pulvermedia as a Community Developer for Video On the Net, a conference about the future of tv and movies delivered over the net.

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Published on July 15, 2019

10 Simple Strategies to Make Your Life Better Starting Today

10 Simple Strategies to Make Your Life Better Starting Today

Habits are an important part of the direction you take your life, and — as I’ll share with you shortly — there are certain daily habits you can adopt right away that are guaranteed to improve your life.

Think back to when you were just six or seven years old…

At that age you probably didn’t have many habits. But, as the years went by, you picked up more and more good and bad habits.

You may not have thought about it before, but habit forming never really stops.

That’s why it’s never too late to change your habits and transform your life.

So, if you feel burdened by your bad habits, start kicking them into shape by replacing them with these 10 positive, life-changing strategies:

1. Go to Bed a Little Earlier and Wake up Earlier 

Starting tonight, get yourself to bed 30 minutes earlier than usual. And, then make sure you get up tomorrow morning 30 minutes earlier, too. This small change can have a BIG impact on your day. 

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Instead of furiously rushing in the morning to get ready for work, the extra time will give you a golden opportunity to start your day off on the right note. You can drink a smoothie while sitting on your porch, spend 10 minutes exercising and stretching, and still have time to read a few pages of an inspiring book.

2. Be Grateful for the Good Things in Your Life 

Setbacks and obstacles are inevitable in life. But, with a positive mindset, you’ll be able to overcome most of these. And, when you do, you’ll boost your self-confidence. 

This is something you can definitely be grateful for. 

However, if worst-case scenarios are playing out in your life, then sometimes, to stay strong, you’ll need to keep your mind on the good things that are happening to you. For example, your relationship with your partner might be crumbling, but your career is continuously getting stronger. It’d be easy to feel downtrodden and miserable about your relationship problems —  but, it would be much healthier to keep your mind and gratitude on these things that are going well, such as your career.

3. Drink Water All Day Every Day 

I’m sure you’ve heard the advice of drinking at least eight glasses of water a day, but are you following that advice? If not, you’re robbing your body and mind of essential hydration. 

With the right amount of water intake a day, you’ll be amazed how good you feel — and how good you look!

4. Take 15 Minutes to Set Goals for the Day, and Then Tackle Them One by One 

This strategy will put your life into a new stratosphere! And, it’s very simple to do. 

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Simply spend 15 minutes in the morning (either at home or at work) planning what you need and want to achieve during the rest of the day. Once you’ve listed your tasks, the next step is to put them into order of priority. 

For instance, you have three things to do: catch up with your emails, write a project update, and prepare a briefing for your CEO. It’s best if you put these in order of importance. In this example, your emails can probably wait until you’ve created your CEO brief and updated your project documentation.

5. Turn Off Your Cell Phone (or Put it on Airplane Mode) When You’re Focusing 

A 2012 study found that even looking at a cell phone or feeling it vibrate in your pocket can significantly distract focus and reduce your ability to complete complex tasks.[1]

It’s no surprise really, as our thoughts are subconsciously drawn towards checking our phones when they’re switched on. It’s a bad habit — but one that most of us have. However, when you need 100% focus (like I do when writing my articles), then switching your phone off, or at least putting it into airplane mode, will free your mind and supercharge your focus. Try it and see!

6. Walk as Much as You Can 

Have you noticed that most people’s lives are sedentary? They drive to work, sit in front of a screen all day, then drive home and binge on the latest Netflix series. It’s no wonder there’s a growing epidemic of obesity and mental health issues. 

Our bodies are made to move — so we should move them! This can be as simple as walking up the stairs to your office instead of taking the elevator, and going out for a walk around the block at lunchtime. In the evening, instead of arriving home and crashing on the sofa; spend 20 to 30 minutes walking around your block.

When you make these things a habit, you’ll be amazed by how much better you feel. You’ll have less stress — and more energy.

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7. Be Mindful of Your Surroundings

How often do you stop, think and appreciate the “here and now”? I’m guessing not very often. But, I understand why. Modern life is demanding and fast-paced. There’s precious little time to appreciate the small things. 

But, if you want to live a healthy and happy life, you must break out of this trap. You can do this by allocating 15 to 30 minutes each day for mindful meditation. This could be in a park, in your garden, or even in your lounge. The trick is to focus 100% on your surroundings. 

For example, if you’re outside, watch how the leaves on the trees blow around in the wind. By keeping your focus on this movement, you’ll clear your mind from your usual stresses and strains. This will give you brain a much-needed break. And, as well as improving your mental health; you’ll find your creativity gets a boost, too.

8. Ask for Help When You Need It 

No one can know or do everything. Which is why you shouldn’t be embarrassed to delegate tasks to others when needed, ask questions when you don’t have the answers, and work with partners and colleagues to clarify intentions. 

When I first set up Lifehack, I tried to do everything myself: blog writing, website creation, marketing, financial planning, etc. However, I quickly learned that it was much better to hire some help. Not only did this inject some fresh ideas and inspiration into Lifehack — it also made the whole operation way more enjoyable!

9. Practice Self Care 

Are you looking after yourself as well as you should? If not, then take steps to improve your diet, exercise more, and to speak to yourself with encouraging words and thoughts. 

The latter suggestion is often overlooked. But how you speak to yourself determines how you feel, what you believe, and what you achieve.

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10. Embrace Learning 

You cannot transform your life without learning something new. That’s because the process of change forces you to adapt. But, many people stop learning as they get older, as they find the learning process boring and bothersome. However, it doesn’t have to be this way. It can be fun and rewarding. 

Whether you decide to learn to play guitar or study the basics of accounting — embrace learning, and begin changing your world for the better.

I’m sure you’ll agree that these 10 strategies are simple enough for you to start putting them into action in your life. (I suggest you begin today!) 

Nevertheless, you’ll probably need to use some extra willpower for the first 30 days or so, as this is the typical length of time it takes to create a new habit. After that, these strategies will be part of your day-to-day life, and you won’t need to think about having to do them. In other words, they’ll have become habitual actions.

If you need any further encouragement to get started with the 10 strategies, then consider this:

Even just adopting one of the strategies can turn the tide in your favor. But, when you implement all 10, you’ll create an unstoppable trend towards success, health and happiness.

So start making your life better — today!

Featured photo credit: Javier Garcia via unsplash.com

Reference

[1] Deborah R. Tindell and Robert W. Bohlander, Wilkes University: The Use and Abuse of Cell Phones and Text Messaging in the Classroom: A Survey of College Students

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