Attending conferences is quite the expense and is easily seen as a luxury by many decision-makers at our prospective colleges and universities. After attending the most recent ACPA Convention, I kept a track of various tricks that I myself employed to save time and money during my stay.
1. HOTEL FLOOR PLACEMENT – Every time I stay at a hotel, I ask the front desk staff to do their best to place me on the lowest floor. If possible, I have them place me on a floor that doesn’t require the use of the elevator to get to where I need to go. This saves a lot of time waiting for the elevator, which can be tiresome especially when you are on a schedule to get to and from place to place. Getting a room near stairs in which you only have to go up or down one or two floors can save you a lot of time (and help you burn some calories in the process!)
2. GROCERY SHOPPING – Having access to inexpensive and convenient food can be nearly impossible depending on the location of your conference. Many of the hotels and convention centers have a monopoly on the food market with expensive kiosks, franchises, or in-house restaurants. A small part of my soul died when I paid $3.00 for a can of Diet Coke at the Tampa Convention Center! I do my best to get around some of this by packing non-perishable snacks and other food items that will fit in my luggage (i.e., dried fruit, granola bars, candy, etc.)
Additionally, I do my best to make my way to a local grocery store and stock up on items that I can store in the hotel minifridge and / or buy a small Styrofoam cooler I can pack with ice from the hotel machine. Buying simple breakfast (i.e., yogurt, oatmeal, bagels) and lunch foods (i.e., lunch meat, fruits, salad components) can literally save you hundreds of dollars from eating every meal at the hotel or convention center. Granted, you may have to get dinner on your own, but over the course of a multi-day stay, this strategy will help you save money. I got away with eating Chobani yogurt, granola, and a banana for breakfast for three days at the ACPA convention, which probably saved me at least $45.00 or so.
3. TWITTER CROWDSOURCING – Twitter is a great resource to use to connect with colleagues to enhance your conference experience. Use the designated conference hashtag to connect with other conference attendees to share taxi rides, meet up for dinner, and even attend social events together (e.g., “Anyone interested in going to the hockey game tonight with me? #ACPA15.”) This is especially helpful if you are the only person from your institution and don’t want to be alone. Additionally, you can use Twitter to hook up with others at the conference to share work-related resources and collaborate on projects together.
4. PARKING & TRANSPORTATION – Scope out transportation and parking options prior to your leaving home. Using public transportation to and from the hotel can save you a lot of money because taxi service will be expensive if you are on a budget. Check out the bus or rail lines online for the city you are traveling to figure out the cost and timing of getting around. If driving your own, find the public parking decks close to the hotel ahead of time so you can be strategic in parking with a much cheaper option than using hotel valet or their in-house parking.
5. BAGGAGE – On a few occasions, I have packed flat, prepaid postage boxes in the bottom of my suitcase to pack with items to be sent home. Typically the airline will charge the basic bag fee for up to 50 lbs., but will whack you $100 or more for weight over that. If you know you are going to be receiving awards, books, tchotchkes from the trade show, handouts, and other weight-inducing items, it will definitely be cheaper to pack them in a box and send it. Normally you can leave the box at the hotel’s front desk, and they’ll make sure it gets picked up.
What are some other “conference hacks” that you have used to save time and money when attending regional and national conferences? Please share your thoughts below in the comments section and / or via Twitter by mentioning @studentlifeguru in your tweet.