By Janet Hovorka (Family ChartMasters)
Over the years, I’ve figured out a few ways to make a big impression without alot of suitcase space. Here are a few of the techniques I’ve learned to make sure we look good, without having to ship or carry too much.
#1 The perfect size suitcase. According to Delta.com “Baggage size must not exceeded 62 inches (157 cm) when you total length + width + height” All of the other airlines have the same restrictions. Look for a suitcase that can fit 24 inches tall and 20 inches wide so that you can take signage that large. Over shooting this is going to cost you $50 – $100 in baggage fees so make sure the suitcase is exactly the right size.
#2 Make sure the weight is right. All airlines let you go up to 50 pounds so a luggage scale like this one is critical. Bring it with you to the conference so you can weigh the bag for the trip back too. Fill in with upholstery foam if necessary so that things don’t get damaged on route. I got a piece from Home Depot and cut it to the size of the suitcase so that nothing jostles around. If you are purchasing a suitcase (as in #1) look for one that isn’t heavy. Again, getting hit with extra baggage fees for being over 50 pounds is something you’ll most likely only do once.
#3 Put the heavy stuff in your carry on if necessary. Flyers and books can go in your carry on. Carry-ons aren’t weighed but remember you’ll have to drag it through the airport and lift it into the overhead compartment.
#3 24 inch standup banners. If you keep your stand up banners to the right size, they’ll fit in the suitcase I found ours at Sugarhouse Banners
. Keep in mind the weight on these. I can fit two standup banners into the suitcase without the weight starting to take over.
#4 24 inch tubes. To fit in the suitcase. Again, you can roll up banners if you keep them to 24 inches tall.
#5 Larger tubes if necessary. Airlines will usually let me carry on a larger tube and put it in the back of the overhead bin. Once in a while you might run in to a frustrating airline attendant but you can usually check the tube at the gate. Make sure it has your name on it and is securely closed.
#6 Foamcore with triangle easels. Rather than bringing heavy and bulky easels, you can tape a triangle onto the back of a lightweight sign to stand on a table.
#7 Check the airline with free baggage. Southwest.com is currently the only airline that doesn’t charge checked baggage fees. If you don’t like their unassigned seating you can always pay a little more to board early. Sometimes you can still fly cheaper on other airlines if you keep in mind it will usually be $25 for each checked bag each way. But often, when you take the luggage fees into account, Southwest is cheapest.
#8 If worst comes to worst, check out shipping to the hotel. All conferences will send you information about shipping to the conference venue but be sure to check out if there will be union fees or other fees to bring the goods to your booth (drayage). There have been several conferences in recent memory where some companies have been hit with several hundred dollar drayage fees for a 50 foot trip from the dock to the booth. Sometimes the hotel you are staying at will accept packages for less expensive fees or even for free. Just make sure you have a way to get the packages to the conference.
Do you have any other tricks you’ve learned? I’d love to hear them. And I’m sure everyone else too. Please leave them in the comments below.
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