International Conference Travel Tips From the Webinomy Speaking Team

Webinomy is excited to bring our speaking team of seasoned conference leaders, speakers, and presenters to your next event. As the leading webinar company in North America with customers ranging from small business owners to Fortune 500 companies, we understand that professional speakers are just one part of what it takes for you to have a successful conference or meeting.
Webinomy put together this list of tips for any speaker who’s about to take on a big audience- whether they’re newbies looking for advice or veterans gaining some fresh tricks:
1) Know Your Audience Beforehand
2) Practice What You Want To Tell Them – Be Prepared For Questions And Stops Along The Way!
3) Have A Plan Of Action If Things Go Wrong

The “maritz global events phone number” is a team of speakers for international conferences. They have created a list of tips to help you get the most out of your conference experience.

Industry conferences are a terrific opportunity to learn, network, and socialize with individuals who share your interests. People nowadays desire to attend a variety of conferences all around the globe, yet the prospect of attending an international conference might be scary for some. Everything you do, from picking a hotel to booking a ticket, to obtaining a good night’s sleep, may have a significant influence on the experiences you have. There’s also meeting new people, eating healthy, and attempting to work at the same time.

How does one go about planning a successful international conference? 

SEMrush’s speaker team travels all over the globe, so I asked three of our most experienced travelers for guidance. Here are some of their top recommendations for planning a stress-free travel and making the most of the event while you’re there.

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Traveling to conferences can be thrilling, stressful, exciting, and, perhaps most importantly, transforming. Every conference offers the chance to learn something completely new or to be given fresh knowledge to help you assess what you already know in a new light. How well you plan and prepare for a conference will determine how much you get out of it and how disruptive it is to your life and health.

Selecting Flights

When choosing your dates and flights, you must be quite cautious from the start. Some conference attendees have told me about missing a whole day of an event because their flight was delayed or something went wrong. I usually aim to allow myself a 1-2 day buffer, arriving at least 1 day before the event. This not only ensures that I arrive on time, but it also allows me to relax and feel ready, organized, and prepared. I’m very picky when it comes to flying. For example, owing to traffic, a 5 p.m. flight from LA takes an additional 2 hours of travel time. Depending on when I need to travel, I choose flights between 11 a.m. and 2 p.m. during the week, or red eye if the distances are great, or on weekends whenever feasible. The last thing I need to add to a conference is hours and hours of traffic and the headache that comes with it.

Sleep

I’ve discovered that any sleep aid is worth its weight in gold if it allows me to relax and sleep on the aircraft. I will always attempt to work or prepare for the event if there is wifi available. The next best thing on airplanes without wifi is to SLEEP and get as much rest as possible. SEMrush’s Head of Marketing, Olga Andrienko, recommended Melatonin, which I’ve been utilizing lately. For foreign flights, I also utilize pharmaceutical sleep aids. I realize this is a contentious subject, but I believe it is critical when attending a conference overseas, when there is a significant time difference, and you are expected to not just operate the following day, but to SHINE.

Connectivity is another major challenge when it comes to overseas travel. T-mobile provides a fantastic package with unlimited overseas data for US users, which I discovered. Instead than switching SIM cards at every location, I use my T-mobile phone to connect to the internet, which I then use to book Ubers and stay in contact.

Food and Hotel Recommendations for Taking Care of Yourself

Staying healthy and eating properly when traveling is usually a challenge for anybody who travels often. I have a mild allergy to wheat and dairy, which adds another degree of complexity. What I’ve discovered is that having fruits and nuts on hand is vital. As soon as I arrive in a new location, I look for a grocery store or café where I can stock up on fruits, salads, nuts, and vegetables. Then I try to utilize YELP to identify healthy eateries in the area; salads and soups are always my go-to meals. I also have a large number of tea packets in my travel backpack so that I always have a cup of tea on hand, since too much coffee may disrupt sleep and cause acidity.

When staying at a hotel, I’ve learnt to always request a hypoallergenic room ahead of time. Many different products will be used by various chains to clean hypoallergenic rooms. I’ve been in too many hotels that smell like cigarette smoke or have strong cleaning chemicals that give me a headache for days. I’ve also learnt to look for hotels that are near to the event; otherwise, it’s all too easy to spend too much money on Uber and too much time stuck in traffic. I also seek for Airbnb homes or hotels with kitchenettes when feasible, so I can go grocery shopping and prepare or heat up meals instead of eating out every time.

With all of these prerequisites in place, all that remains is for me to attend the event, learn, and network for the majority of the conference days. It’s difficult for me to be truly present if I’m hungry, fatigued, or have a headache from a stinky hotel room. So, after I’ve taken care of everything else, I’ll be able to focus on the event itself.  

Introvert Approach to Networking

Almost everyone who attends the event hopes to meet new people, learn new things, and make new friends. Even though I am an introvert who finds it tough to initiate new conversations, I have found that if I just introduce myself and ask them about themselves, I can connect with them. Rather of attempting to persuade others to listen to what I have to say, I ask questions and learn about them. Most people like talking about themselves, particularly if you ask them appropriate questions and pay attention to their responses, so you should be able to have a lot of interesting talks.

Staying connected is one area where I need to improve. I meet fantastic individuals at events, but I don’t always keep in contact with them. One of my current objectives is to devise a strategy for nurturing these new contacts, not as leads, but as possible friends and mentors. If you have any suggestions on how to do this, please share them with me!

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Traveling is exciting, but it is also exhausting. About 1-2 weeks out of every month, I’m “on the road” with SEMrush, attending conferences and events. Now that I’m going at that speed, I’ve picked up a few handy tips to make the journey go more smoothly. Here are a few things I’ve recently discovered while traveling:

Accept the chaos.

Things will go wrong at some point, and when they do, simply accept it. Things don’t always go as planned, no matter how many times I double-check my schedule or arrive at the airport early and triple-check that I have my passport with me. 

When I initially began traveling, I used these occasions to hit my maximum stress level and flip out in a frenzy. “Due to this traffic collision, I’m going to miss my flight!” My Uber app isn’t functioning right now, therefore I’m going to miss the networking event! “Why isn’t my baggage being taken out?”

When traveling, it’s easy to become stressed out, but I’ve gradually learnt to take advantage of these opportunities and stay cool despite the millions of things that might go wrong. 99% of the time, everything works out OK, so take advantage of the delays and use the additional time to catch up on emails or write that blog post you’ve been meaning to write. 

Red lights, according to a wise individual, are God’s way of rewarding you with a minute to pause and breathe. Accept the travel turmoil and consider it a gift to be able to breathe rather than an additional number on your heart rate.

Use the services of a travel agency. 

I like Google docs and excelling in every aspect of my life, but I am just human and have these strange human moments now and again. They’re referred to as “mistakes” by some. 

Since I began working with a travel agency, I’ve had much fewer “mistakes” when traveling. Furthermore, finding the ideal hotel that doesn’t have strange stains on the bedding, is near to the conference center, and isn’t too expensive might take a long time. 

Allow a travel professional to assist you in locating the greatest prices, transportation, location, facilities, and bargains. That is their specialty, therefore you should concentrate on that rather than spending four hours looking for a flight that does not exist. 

Make yourself as as ease as you can. 

It’s all too simple to get uneasy when traveling. Traveling isn’t always pleasant, from the vehicle journey to the airport to the stiff-as-a-rock hotel bed. Fortunately, there are a plethora of options for making travel not only more pleasurable but also more comfortable. 

Here are a few suggestions to help you unwind and feel as at ease as possible when thousands of miles away from home.

During bedtime hours, fall asleep.

When traveling between many time zones, at least two, make every effort to remain up until at least 8 p.m. in the next time zone. Arriving after a 10-plus-hour journey might be tired, but the last thing you should do is take a cab to your hotel room and collapse. You’ll soon be wide awake at 2 a.m., looking at the ceiling, puzzled as to why you can’t sleep. The pattern will repeat itself throughout the journey. Check into your hotel, then go for a stroll around the new town, check your emails, have a few meals, and keep your body moving by not sleeping till your customary bedtime.

Bring some snacks with you. 

Even in the most familiar of locales, fitting all three of your regular meals into your day might be difficult. Missing meals is most often caused by busy travel schedules and a lack of time to have a complete sit-down meal, but it may also be caused by a lack of knowledge about where to go. Breakfast is the most difficult meal for me to eat when traveling to conferences and meetings, so I usually pack a box of protein bars and a large bag of almonds. I can at least obtain some nutrition on the move with my snacks whether I’m in a hurry or new to a region. Choose flavors and brands that you currently like; now is not the time to try anything new.

Don’t be frightened to mingle with strangers. 

It’s thrilling to see new locations, but when you’re traveling alone, it might be a little depressing not having anybody with whom to share new experiences. Attend local marketing meetings in these new places to put yourself out there. Get to know the people in your field in your area and ask them to dinner or a post-conference drink. In a new city, having someone new to talk to may be really invigorating. Not only will local industry insiders offer fantastic ideas for things to do, but they’ll also be another person to keep in contact with within your networking group. 

Bring a little touch of home with you. 

I usually carry a book I’m presently reading, a favorite head pillow, and essential oils on every vacation I go. These three objects help me feel at ease in unfamiliar locations by giving me a flavor of home and familiarity no matter where I am in the globe. Sure, your amenities are convenient to bring along, but having comparable and pleasant goods on hand, such as essential oils, gives me peace of mind and a sense of home. Make place in your luggage for your head pillow or essential oils, whatever they are. In the strangest of settings, it may make all the difference. 

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Attending conferences all around the globe is one of life’s most rewarding experiences. It’s not only for the joy of travel; it’s also to learn about the globe while doing so, to connect with the greatest minds in each place, and to grow as a professional and a person.

When I plan a vacation, I already have an algorithm of things to do to ensure that everything is in order and that I spend as little time as possible in lines and security, as well as having less hassles.

  • To begin, go through your travel paperwork.
  • Second, there are the products for personal hygiene.
  • Finally, make a list of the outfits you’ll wear every day.

Making visits to three or four countries in a week is challenging, but not impossible; the key is to have the support of your loved ones, solid time management, and good health. One of the worst things that can happen to you when traveling is being ill, so getting a proper medical check-up before embarking on lengthy journeys is strongly suggested; the rest is just part of the travel lifestyle.

Is it feasible to work and travel at the same time? 

The mindset of the traveler must be highly positive, and taking advantage of waiting periods between travel and trip is critical for productivity, particularly in airport waiting rooms or during a flight. Use this time to fine-tune your presentation if you have a major position in an event. Keep in mind that your name will reverberate in everyone’s minds, and they will see your lovely face on the internet and in event marketing materials. A strong presentation may help to establish confidence in your personal brand. Connect with the speakers if you aren’t presenting at an event. The very fact that people associate with you and talk about your work with others helps you build your own reputation.

Networking, a.k.a. Relationship Building

Probably the most important duty when traveling is to form new connections. To develop personal and professional ties, approach new professionals and reconnect with those you currently know. The least formal gatherings, in my opinion, are the ideal venues to network because they enable you to be yourself without being labeled. That’s why one of the finest networking gatherings I’ve ever attended took place on the beach, with everyone dressed in swimsuits and shirts, hammocks and inflatable balls in the pool, and a variety of beach activities – the true meaning of networking. Beachworking is a sort of networking.

Starting a new discussion with someone you’ve never met before is one of the most pleasurable experiences, but when you have the chance to assist others in getting to know one another, it becomes even more enjoyable. When networking, being a connection or knowing someone who knows someone who knows someone who knows someone who knows someone who knows someone who knows someone who knows someone who knows someone who knows someone who knows someone who knows someone During and after an event, a connector makes recommendations and introduces you to individuals you should meet.

People that attend conferences are typically receptive to interacting with other participants since they know that cooperation possibilities may come from the talks they have. Also, as you listen to other people’s opinions during these informal encounters, new ideas arise, and these ideas may help you take your vision to the next level. As a consequence, you’ll find new employment, new relationships, and new experiences that will help you grow as a person.

Food

Food is seldom an ally on a vacation since timetables are not always consistent, and you may find yourself going without food or eating extremely late. Because most parties have delicious and ample meals, I usually strive to eat salads, consume fruit, and drink enough of water. My key to avoid gaining weight quickly is to eat pineapple, which aids digestion and prevents fluids retention. During an event, a slice of pineapple is the answer to not wanting to eat more since it fills you full.

Look at the reviews of previous guests on sites like Trip Advisor while picking a hotel. You may save unneeded concern by reading reviews. When you go to the same city often, returning to the same hotel provides a sense of familiarity that helps you feel more at ease.

Do you have any conference advice? Are there any things to stay away from?

Please leave your suggestions, experiences, and thoughts in the comments section below; they will be very useful to our community and conference participants.

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The “experient maritz” is a team of experts in the travel industry. They provide tips, tricks, and advice for anyone who wants to travel internationally.

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