The Wellspring

With the Brightest Young Minds event in Sydney coming up, I recently accompanied a friend of mine on her shopping trip to buy a garment bag. It occurred to me that whilst many young people have probably had some experience packing for camping or backpacking, attending a conference is, understandably, quite different. And while it probably couldn’t be described as difficult, there are a few things to keep in mind that will make the trip just that little bit easier.

Conferences present a totally different set of circumstances to packing for leisure: they are usually for shorter periods (probably two to five days), where you’ll be spending most of your time at a climate-controlled conference venue, dressed in formalwear. You’ll probably have very good access to transport (planes and taxis - you probably won’t have to deal with buses or trains) and require good access to technology (laptops and USB memory sticks, if you’re presenting).

Luggage
For anything under four or five days, you can probably get away with packing a carry-on suitcase (one with wheels will make any airport walking a lot easier) or garment bag (which can be hung up during the flight and upon your check-in to your hotel, decreasing the chances of wrinkles in your clothing). This allows you to get on and off the plane much quicker, and helps in forcing you to keep your baggage to a minimum (the official limit is 7kg, though from experience I find that luggage is often disqualified more for size than weight). However, relying on carry-on luggage also puts certain items off-limits: certain aerosols, tweezers, scissors, any knives and other pointy objects are only permitted in check-in luggage (and of course, other dangerous goods are prohibited altogether from both carry-on and check-in baggage).

The Essentials
Start with all the essentials:

• In a separate daypack:
• Identification and money
• Business cards
• Conference registration and papers
• Mobile phone, notebook computer and USB memory stick (if required), along with any chargers you’ll need
• With your other luggage:
• Toiletries (remember that the hotel will probably have soap, shampoo and conditioner) and any medication you require
• Adequate socks and underwear
• Whatever you wear to bed

You’ll also have to bring one business suit and pair of formal shoes (think long and hard about bringing more than one jacket and one pair of formal shoes - both are very heavy and hard to manage). A dark grey or charcoal suit is probably the most versatile; capable of being worn during the conference itself and also to functions afterwards. (Pinstripe suits tend to look more out of place in non-business situations.)

Additional clothing
On top of that, you’ll want to try to keep it to a minimum. The truth is that you can probably wear the same outfit (more or less) for a few days: most conference venues are kept pretty cool and you won’t be doing a lot of moving to make you dirty or smelly. And in larger conferences, you probably won’t hang around with the same person long enough for them to notice that Hey, weren’t you wearing that yesterday (and the day before), anyway.

For conferences of three or four days, you can get away with bringing two or three business shirts and one extra pair of trousers. Don’t forget to bring enough ties and a belt, too.

Social clothing
Guys should also bring along a sweater (a black or grey v-neck sweater is probably the most versatile) and / or vest. You can alternate between these and your jacket during the conference, and also wear them more casually in any informal or social events. Ladies, you might consider bringing a lighter, informal jacket.

You might also want to bring along a pair of jeans (or preferably a lighter pair of pants; jeans are rather heavy) for social events, as well as a short- or long-sleeved tee or polo shirt that you can wear underneath your sweater. Don’t forget a pair of informal shoes.

What not to bring
The biggest temptation is bringing more of the items listed above. But experience (and luggage restrictions) will help you learn that bringing an excess really becomes a hassle; there is more to take care of, worry about, and lug around. Even in the case of spilling something on your clothing, the list above allows for substitutions - you’ll never be caught out without a vital piece of clothing or equipment.

Other items that you should be wary of bringing along include reading books, gym gear and wet-weather gear. There will probably be enough conference reading to keep you occupied during any dull moments; and in the evening you should meeting people, not couped up reading. If you’re stuck, consider getting a newspaper instead; it’ll be more relevant to the conference and other participants.

With regard to gym clothing: your hotel might have the facilities, but you probably won’t have the time or inclination to exercise. Seriously. Unless you’re a sportsperson who desperately needs to keep in shape, bringing gym clothing will just get in the way (running shoes are especially heavy) and make you feel guilty for not exercising.

Lastly, wet-weather (umbrellas and raincoats) may seem like a good idea, especially if the city you’re visiting is expecting inclement weather. But you’ll probably be staying fairly close to the conference venue, and spend most of your days inside. Bringing a heavy umbrella will just become an extra item to worry about. If you’re really desperate, ask your hotel for an umbrella; many will loan one to you free of charge.

Special circumstances
This is probably as much as you’ll need for a longer conference. For shorter stays, start by getting rid of some of those business shirts and the additional pair of trousers.

And of course, if you’re going to a city with particularly hot or cold weather, you’ll also have to adjust what you bring.

Good luck!