The Pro-Level Travel and Conference Survival Guide post is a collection of practical advice and lifehacks to help you thrive as a conference attendee or speaker. This living document evolves with fresh insights from global travels.
For IT professionals, conferences are essential for gaining knowledge, building networks, and staying updated with industry trends. Preparation is crucial whether you’re attending a local meetup or a major event. Over time, I’ve learned strategies to get the most value from these experiences. This guide offers travel tips and practical advice to help you make the most of your conference journey, whether attending or presenting.
Table Of Contents
The Conference Survival Guide
This chapter will share some gadgets and technologies that make the travel experience easy, whether attending a conference as an attendee or a speaker.
Gadgets and Tech
This chapter could be as long as a fish, especially for a techie like me. I’ll do my best to stay focused and keep it concise.
Organizational Bags
While I will cover various tools and gadgets, equally important is staying organized and keeping your items in fixed places—always. This ensures that you can quickly find what you need and easily check that you have your essential belongings, such as sunglasses, wallet, or important documents.
I like to keep organized in small bags, holding the relevant stuff. One bag holds power supplies. Another has the things I need on stage for presenting, a third one for the headset with cables, the next one for the neck pillow, etc. There are no fancy bags, just typical swag collected along the road, or the bags following the equipment.
Make yourself a system and stick with it.
Bags and Suitcases
I use a Gomatic Travel Pack as my hand luggage when traveling the world for conferences. This bag has enough space for all the stuff I need and can even be expanded to hold my overnight travel needs – alternatively, it keeps the things I buy at tax-free.
I find it incredibly convenient to let the airport staff handle my suitcases, which makes my journey much smoother. I also tend to bring a larger suitcase than I typically need, as there is often some great swag to collect at the conferences. As long as I check in the suitcase, that’s not a problem while I am in transit.
Apple AirTags
To keep track of my luggage and belongings, I use Apple AirTags, which allows me to monitor its location at every step of the journey. I have also tried alternatives like the Tile tracker (when I was on the Android train). However, the main challenge with these is their limited user base, making them less reliable than Apple’s extensive infrastructure.
Occasionally, my suitcase has been lost in transit, and in these situations, the AirTag has proven to be a lifesaving tool.
Knowing my suitcase’s location, I could skip the wait at the baggage carousel and report it missing immediately, saving at least an hour in busy airports. I’ve also experienced the alternative: standing by the carousel for an hour before joining the line to report the loss, surrounded by frustrated parents complaining about their broken strollers. With the Airtag tracker, I avoid most of that hassle, giving me extra time to shop for essentials to get through the day(s).
Additionally, I can track my suitcase as it is forwarded to me, providing peace of mind through this simple yet effective technology.
Feitian SlimTag
Feitian SlimTag is an excellent gadget that works with the Apple Find My network, similar to the Airtag mentioned earlier. This device has the form factor of a credit card, meaning I can easily fit it in my wallet.
Despite its small form factor, it has a battery life of over 2 years, can play sound to locate the device, and is dust—and waterproof.
The cards come in different colors and can even be printed fully customizable.
Click the pictures to see large versions of the setup routine for the Feitian SlimTag in the Apple Find My app.
Having this card in my wallet gives me control of my belongings, and I can even get notifications on my phone if I leave it behind! It’s a lifesaver if I leave the hotel room with my wallet in the safe.
Compared to the Airtags, It doesn’t support the “Find” options to point you to its location. However, it can play sound when within 60m reach.
Cabeau Pillow
I always fly economy class to make the most of my travel budget. While it’s not as comfortable as business class, my Cabeau Evolution S3 pillow helps me sleep well. There are plenty of travel pillows out there, but what makes the Cabeau perfect for me is its ability to strap it to the airplane seat. Combined with the chin strap, it keeps my head steady while sleeping.
It’s a simple travel hack that ensures I rest as well as possible while traveling in “economy.”
I have got questions about where to buy the Cabeau pillow and get it shipped to Scandinavia. I purchased mine from the Outnorth website, but I have also seen it in the travel essentials stores at the EWR airport.
Headset
Another gadget that ensures a smooth and relaxing flight is a good noise-canceling headset to block cabin noise. I alternate between over-ear and in-ear options, connecting via Bluetooth to my phone for offline entertainment like Spotify, podcasts, and movies.
One of my headsets also supports a wired connection for in-flight entertainment.
To stay prepared, I keep the headset’s AUX cable and my phone’s USB charging cable in the headset bag. Once I am in my seat with that bag, I am confident I have what I need to get connected. In any case, I always sit by the aisle, making it easy to grab other items from my bag in the overhead compartment above me.
Some flights have a separate shelf for my phone or iPad. If not, I hang it up using the paper bag.
Power Adapters
While traveling for conferences, you must bring the necessary chargers and adapters to ensure you can power the equipment using the sockets in the country you arrive in.
After traveling to some countries, I have built a collection of different adapters. Some of these adapters are even universal adapters serving multiple countries. The challenge is that some don’t take earthed contacts (type F in the picture above).
I also find it helpful to pack a power strip in my suitcase.
This allows me to charge multiple devices simultaneously, eliminating the need for multiple power adapters.
Cellphone Holder for Car
Google Maps is my friend, and if I plan to rent a car, it is a good idea to bring a cellphone holder and a power adapter for use in the car.
This way, I can ensure I can drive and navigate using a known service, which makes driving more comfortable and secure. I can even prepare and make the maps available for offline use.
Data Roaming or e-sim
Access to online services is essential when traveling. A smartphone with internet access is needed for payments, navigation, communication, and more. All of this depends on having a reliable internet connection.
If you’re in a country where your carrier has poor roaming agreements, internet access can be expensive. Using a temporary eSIM subscription can be a practical solution. These subscriptions are often cheaper than the packages offered by your provider and are easy to install on modern smartphones. I find a 30-day plan with 10GB of data valuable when outside WiFi coverage at the hotel or conference venue. This has been my savior in countries like USA and Switzerland.
There are several providers to choose from, but I use Nomad.
Use the code SIMOLRDVPL in Nomad for $7 off.
Emergency Kit
When traveling, carrying a basic set of tools in your handbag is essential to handle potential emergencies. You know your needs best, but some essentials should always be included. For me, the minimum requirements are:
- A change of underwear, in case checked luggage is delayed (been there, done that😄).
- Essential medications, including painkillers, band-aids, and any personal prescriptions.
- Power banks or portable chargers, to ensure your devices stay powered.
- Snacks or a small water bottle, to manage delays or unexpected waits.
- Travel-size toiletries, like a toothbrush, toothpaste, and deodorant, for freshening up.
- Important documents, such as passports, visas, travel insurance, and printed copies of reservations or itineraries, in case you lose access to your devices.
Tailor your kit to your needs, but always prepare for common travel hiccups. One personal need that is out of scope for many others is a nail file (did I mention I am a guitarist😉).
Being ready with these essentials can save you a lot of stress and keep your trip running smoothly.
Preparations
ESTA and Visas
Some destinations require specific paperwork to enter the country, such as visas or ESTA (Electronic System for Travel Authorization) approvals. Depending on the purpose of your trip, you may also need a business travel letter from your employer or organization. This documentation is crucial to avoid being stopped at immigration and denied entry.
Obtaining these documents can be time-consuming, so starting the process well before your travel date is essential. Check the specific requirements for your destination country, as these can vary widely. Ensure all necessary documents are valid and will not expire during your trip. For visas, this might include confirming that your passport has enough validity remaining, as some countries require it to be valid for six months beyond your stay.
Organizing your paperwork ahead of time can save significant stress and prevent delays. Keep physical and digital copies of all documents for easy access during your journey. Review the visa processing times and any appointment requirements to avoid last-minute complications. Planning ensures a smoother travel experience.
Paper Copies
To stay organized, I neatly sort all travel-related correspondence into email folders for each event. However, relying solely on digital access comes with risks—such as running out of battery, losing internet connectivity, or encountering unforeseen technical issues. That’s why it’s essential to have paper copies of vital travel information as a backup.
Print out key details such as flight itineraries, hotel reservations, visa documents, travel insurance, and emergency contact numbers. Include directions to your accommodations and any critical addresses or phone numbers you need. Store these documents for easy access during your trip.
Google Maps
Google Maps is my go-to service for orienting myself while on the go. It is easy to use and has reliable data wherever I move. It is easy to find what I am looking for since it supports searching for names, not just addresses. I can even prepare in advance and add locations that are available for offline use.
I admit I seldom use the offline option, but I often save the essential locations for my trip in a list so I can remember and easily find them.
Public Transport
Navigating between the locations in a foreign location can be challenging. Often, the organizer can give tips on how to take yourself to the venue, hotel, etc. But still – it can be difficult to figure this out when arriving at a busy place. I experienced this in Manchester, where I planned to take the train from the airport to the conference hotel. I had a terrible network speed at the airport, making it a struggle to download the train app for tickets and timetables. At the same time, the line for analog tickets was stupidly long.
Then, it was easier for me to take an Uber. The app was already on my phone, I had a profile, the price was fixed, and I feel confident and secure using that service anywhere in the world!
Several ridesharing options are available worldwide. In addition to Uber, I have also tried Bolt and Lyft. The main reason for switching between these services is the price. Time and again, I’ve found that checking out alternative services can lead to significant savings, like the example above, I tried to find a ride from ESPC in Stockholm to Arlanda Airport.
Get LYFT 50% off using the code: SIMON06616
Beating Jetlag
Jetlag is a common condition experienced when crossing multiple time zones and disrupting the body’s internal clock. For both attendees and speakers, jetlag can affect energy levels, focus, and overall performance during presentations or networking events.
I have found an app that is helping me beat jet lag. The Timeshifter app is designed to help travelers combat jet lag by creating personalized plans based on scientific research into circadian rhythms. The app is easy to operate by adding the planned flights for a round trip. It then uses the travel details and my defined daily routine to recommend when to get light exposure, avoid caffeine, sleep, and even take melatonin if desired.
These simple life hacks are easy to follow and have helped me beat Jet Lag for several trips!
Useless or Fun Stuff
This section will focus on entertaining but non-essential experiences that are still enjoyable and helpful for building momentum.
Personal Branded Giveaways
One key to making the most of conferences is connecting with the community. Personally branded giveaways can be a fun and effective way to break the ice and spark conversations, especially if they relate to an interesting story or fun fact about you.
I’ve experimented with giveaways like stickers. They’re cool and easy to create through platforms like StickerApp, but let’s be honest—they’re pretty mainstream, and everyone’s doing them.
What set me apart was creating custom guitar picks that combined my passion for keeping guitars in tune with my work in Microsoft Intune. These picks from The Picks House strike a chord (pun intended) with people—they’re unique, memorable, and always a conversation starter – especially when approaching other rockstars in the community.
The guitar picks stand out even more when I share that I’ve performed on stage with the lead guitarist and bandleader of Elvis Presley, James Burton, multiple times. Oh, and did I mention we’ve got a full-blown Elvis band, fronted by the European Champion Elvis Tribute Artist (ETA), Morgan Vøien? Now that gets people talking!
The lesson? Find a giveaway that reflects your unique personality or story, and watch how it helps you connect on a whole new level! For me, the guitar picks are rockstar-level engagers!
The Speaker Survival Guide
The following are the conference travel pro tips for those of you who are doing presentations and speaking.
Gadgets and Tech
Display Adapters
Giving a presentation often involves connecting and showing content from your laptop. Today, most setups rely on standard USB-C or HDMI connections, which support audio and video.
You must have the necessary display adapters for these connection types to ensure a smooth experience. Additionally, confirm with the venue what connections they provide to avoid surprises. It is also good to show up early to test the technology before entering the circus stage with your show.
In addition to the physical adapters, I also carry a Microsoft Wireless display adapter.
This Miracast host lets me connect directly from Windows using Windows + K.
Occasionally, I have had minor problems with this adapter. Removing the adapter from Windows has often solved this.
The Wireless Display Adapter app allows me to personalize the adapter, making it easy to identify the correct one in larger environments. The app from the App Store can be distributed using Intune.
Using this app, I can also do firmware updates on the adapter.
This adapter is nice for connecting my laptop to the hotel room TV. This way, I can work comfortably and even practice my sessions properly.
Using the Microsoft Display Adapter with hotel room TVs comes with two common challenges: getting access to plug it in behind the TV and the risk of forgetting it when you check out. If this sounds familiar, consider creating a routine to remind yourself. For example, place a sticky note on the screen, wear the rubber band used for holding the wires connected to your wrist, or use a similar reminder method working for you.
Some hotel room TVs even have screen mirroring options built in!
In 2016, I shared my experiences in using my iPad as a second monitor when traveling: Simon does Toskjermsløsning for reisende
Wireless Presenter
A wireless presenter or clicker is a valuable tool for running presentations. It allows me to navigate slides seamlessly without being tethered to my laptop, allowing me to move around and engage the audience. I have a clicker with a built-in timer that adds another layer of convenience by helping me manage my time effectively. This ensures my presentation stays on track and finishes within the allotted time. It will even buzz in my hand when there are 5 minutes left and the timer ends. This combination enhances both professionalism and audience interaction.
Clickers come in many options, from budget-friendly to high-end models. Some include a laser pointer, while others offer virtual pointers for highlighting key points. Some popular options:
- Logitech R800 Pro Presentation Remote with LCD Display
- Logitech Spotlight Advanced Wireless Presentation Remote
- HP Elite Presenter Mouse 2CE30AA | eBay
Choose one that fits your budget and practice using it to ensure you’re comfortable. Mine is a cheap, unknown brand that is serving me well. Remember to bring extra batteries for your remote as a backup.
I have even used my Microsoft Surface pen as a remote. With this, I can even annotate on the live presentation.
My MacBook Pro has an incredible option for remote control of my PowerPoint presentations using the touch bar, a touch-sensitive OLED display located at the top of the keyboard.
During a presentation, it allows quick insights and navigation through slides, control over playback, and gives necessary information on slide numbers, timing, etc.
Fido Passkeys
As mentioned in earlier posts, I use many FIDO passkeys to ensure security around my tenants. These are both physical keys and passkeys in my Authenticator app. If I am to do live demos or work during my travel, I need to bring these to get access.
Keeping these secure is one reason for having a hotel room safe deposit box.
I often add the FIDO keys to a lanyard with an Apple Airtag to help me have control of the keys.
USB Hub and Adapters
Different USB devices, such as FIDO Keys, display adapters, and wireless presenters, require different USB ports. You might need a USB HUB to connect them all to your modern device.
My laptop only has USB-C ports, while some of my equipment offers USB-A only. To deal with this, I have a device that provides USB-A, USB-C, and HDMI. This is perfect for my speaking gigs.
Preparations
Nervousness about giving a presentation can be overcome with thorough preparation.
PreRecord Demos
The way demos are conducted often separates good presentations from bad ones. Are the demos relevant and engaging, or are most of the time wasted on network issues, login errors, expired permissions, or aimless navigation through portals that the audience struggles to follow?
When I step on stage in front of an audience, I aim to deliver a consistent and impactful presentation, confident that I can convey the points I’ve prepared. This requires thorough preparation.
Just as in my musical career spanning decades;
Practice and preparation are what transform the good into the truly exceptional!
To minimize uncertainties like network connectivity or cloud service availability, I strongly advocate for well-prepared presentations that can be delivered smoothly and free of external disruptions. To achieve this, I incorporate pre-recorded demonstrations into my presentations, using two main approaches:
- Using Annotated Screenshots: I create a new slide for each step or change, using PowerPoint’s Morph transition to stitch everything together seamlessly. While this takes some effort, it offers tremendous flexibility and ensures clarity. Additionally, the slide deck is easy for participants to review later when shared after the presentation.
- Recording Demo Videos: I record my screen as I perform the demo, which is especially useful for demonstrating time-consuming or complex processes. The recordings can be edited to trim unnecessary parts, adjust pacing, and focus on the key points. This ensures that every presentation delivers the same polished experience—no surprises. I have seen some of the most experienced longtime tech speakers do fantastic shows using pre-recorded videos in their slide decks. Inspired by this, I have even done it myself on one occasion!
My go-to tool for preparing this kind of demo is the Snagit tool I described in an earlier post: Simon does 5 Ways to Hack Snagit and Boost Your Productivity. I also use Microsoft Clipchamp for simple video editing.
By eliminating uncertainties, I can focus on delivering a better performance for the audience. The result is a richer, more precise presentation that keeps the audience engaged and gives them more value from the session.
ZoomIT
Not all demonstrations can be prepared in advance, especially when conducting live demos during meetings or on stage. In such situations, ZoomIt is an invaluable tool for capturing and maintaining your audience’s attention.
This versatile application enables seamless zooming, annotations, and other real-time interactive features, enhancing your presentation’s effectiveness. ZoomIt from Sysinternals is continuously being developed, and at the time this post was released, version 9.0 was launched with a significant new feature allowing users to draw and annotate live screen captures!
For anyone who frequently runs live demos, ZoomIt is an essential tool that elevates audience engagement and clarity. The tool’s website has all the keyboard shortcuts to succeed with your live demos and presentations.
Mastering Your Presentation Through Practice
One of the most crucial steps in delivering an outstanding presentation is practicing your deck from start to finish. Rehearsing my entire presentation, standing up and running through each slide, allows me to refine the content and delivery. Practicing in front of a mirror or recording yourself is essential—this helps spot areas for speech and body language improvement.
When you rehearse, you should aim for fluidity. The more you practice, the more familiar you become with what’s coming next, allowing you to focus entirely on your audience and adapt as needed. A seamless presentation creates a stronger connection with your listeners, keeping their attention where it belongs: on you.
In addition to the flow of your performance, practicing allows you to refine the deck itself. You’ll spot confusing slides or weak points in your argument and make adjustments ahead of time. Your presentation should feel like a well-rehearsed performance—smooth, confident, and engaging.
As my mentor, Ståle Hansen, wisely says, “When you are in love with your deck, you know you are ready.” That sense of mastery and confidence comes only from thorough practice, and it will shine through in your delivery, leaving a lasting impact on your audience.
The Conferences
If you feel triggered to attend conferences after reading this, you should find the best conference in your field of interest. I have made a Bluesky starter pack of top Intune conferences and communities. Check this out and connect yourself with industry experts and networking opportunities. The starter pack is available here: https://go.bsky.app/hzFuUg
📌Pin this list to Home to stay informed, inspired, and connected with the Intune community!
The Conference Survival Guide Summary
I hope The Conference Survival Guide provides practical advice and lifehacks to help attendees and speakers navigate conferences confidently and successfully. From preparation tips to strategies for thriving during the event, the guide emphasizes the importance of progress over perfection. Even if it’s not flawless, action is far more effective than waiting for the ideal moment. Celebrate small wins, learn from mistakes, and use feedback to grow—adaptability and resilience are key.
The guide also highlights the value of community. Building friendships and connections and engaging with others can provide support, fresh perspectives, and opportunities for collaboration, making the experience more enriching and enjoyable. By embracing these principles and applying the tips provided, attendees can survive and thrive during conferences.
Updated with global travel insights, the guide is a must-read for anyone looking to make the most of these events while fostering personal and professional growth. Remember, the journey is just as important as the destination—approach each conference as an opportunity to learn, connect, and improve.
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