Creature Comforts While Traveling for Events

Those of us who work in event production are also road warriors. Travel is very much part of the job. It’s not always glamorous, especially with early mornings, late nights, unpredictable weather that impacts travel plans…the list goes on and on!+

But the good news is there are ways to stay comfortable, prepared and sane while traveling for events. We asked our team to share their go-to tips and must-have items.

Come Prepared for Anything
As Event Production Manager Aaron Gingras puts it, “Comfort means reducing those ‘what-ifs’ — which can often mean bringing that extra something juuust in case.”

For Aaron, that means his backpack is always stocked: a 25’ tape measure, a compact umbrella (“nothing quite says ‘I’ve got you covered’ during a downpour like pulling out a secret umbrella on event for a client”), Advil, a high-capacity power bank with a retractable USB-C charger, and — non-negotiable — sunglasses.

SVP of Accounts Patrick Riley’s essentials include: an Anker MagGo Power Bank, a retractable Sharpie, Purell singles, ibuprofen, and Imodium. And cola gummy worms and peanut butter crackers for snacks. Patrick’s been doing this for a long time, so we’re going to trust him on this one!

Account Manager, Erin Piafsky, said “I keep a completely separate set of travel toiletries — hairbrush and elastics/clips, toothbrush and toothpaste, face lotions and cleansers, make-up, deodorant. I didn’t always do this, and I would inevitably get to wherever I was going and discover that I had forgotten to throw something into my bag before I left home that morning. Same goes for all the necessary charging implements I will need — my travel backpack has charger cords for my computer, phone, watch, etc. that never leave the backpack except when I need them out on the road.

Travel Shortcuts
Anyone who flies more than once or twice a year should have TSA Pre-Check. It can be a game-changer for getting through airport security faster and easier. If you use air travel 5+ times a year, I also recommend springing for CLEAR. While it’s more expensive than TSA Pre-Check, it’s been seriously helpful for our teammates when approaching a monstrous security line that loops back and forth like it’s the opening day of a new attraction at Disneyland. The stress avoided and peace of mind gained makes the cost easier to justify.

Want one less thing to think about during travel days? Consider wearing the same outfit every time you fly out to an event! It’s a small ritual that Erin recommends. Travel days usually start at an ungodly hour and having a personal travel uniform means you know which clothes to grab without having to think about it.

Take Care of Your Body
Don’t skip breakfast — or any meal. You need the fuel for your long days on your feet and exposed to whatever Mother Nature throws your way.

Don’t skip all your workouts. Yes, you’ll be getting your steps in and likely hauling enough event equipment to skip leg day, but building time in your schedule for meditation, yoga, or a quick run on the treadmill may be just what your brain needs to decompress.

A few things that help our teammates:

• Start travel days with a protein drink
• Add some magnesium glycinate to your toiletry bag for weary muscles and a better night’s sleep
• Don’t forget to stretch regularly!

And our President Tim Brockman — who spends more time on the road than anyone else in the company — swears by bringing slippers. He says they’re essential for that 4am lobby coffee run, and a much better alternative to hotel carpets, which (in his words) “are nasty.”

Protect Your Sleep!
We all know how hard it can be to fall asleep or stay asleep when you  know you have an alarm going off at an ungodly hour. Quality rest on the road is hard-earned. Earplugs were a common recommendation from our teammates and here are two you may want to consider:

Sleep can be especially challenging when you’re changing time zones. Speaking from experience, that west coast to east coast haul is rough when you don’t have time to adjust. But it’s important to get into bed early, turn off devices (we know not everyone working an event has the luxury of staying in DND mode all night), shut your eyes and hope sleep comes quickly.

Stay Organized
Whether you choose to unpack your suitcase or not is a matter of personal preference, but if you do, here are two products that may help you:

The Little Luxuries
Apart from Tim’s recommendation of bringing slippers, there are other small things our team recommended that can distract you from the fact you’re in a hotel room:

• This Neutrogena Hydro Boost hydrogel face mask is a great way to unwind and rehydrate after a long event day. Your skin will thank you!
• Under-eye masks are another easy addition to your travel kit for looking and feeling a little more human the morning after a late night.
• The Stanley Classic Camp Mug was recommended as a good travel coffee mug to take your coffee drinking to the next level while being respectful to the environment.

The bottom line is that event travel isn’t always for the faint of heart! What our team knows, from traveling to thousands of events over several decades, is that the right preparation and creature comforts can make a big difference when you are on the road.

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