Con Ready: Part 1 – Before You Pack — Planning the Perfect Trip

Con Ready: Part 1 – Before You Pack — Planning the Perfect Trip

Subtitle: A comprehensive guide to planning your long-distance convention journey without the chaos

If you’ve ever attended a convention that required more than a quick drive, you already know: the stakes are higher when you’re not local. Forgotten items can’t be easily replaced. Bad planning leads to missed opportunities. And rushing through the prep process can turn what should be a fun, exhilarating weekend into an exhausting logistical nightmare.

That’s why planning your trip before you pack is just as important as the packing itself. Whether you’re a seasoned con-goer or a first-timer headed across state lines, this guide will help you get organized, stay under budget, and start your journey with confidence.

Let’s get into the essentials of long-distance convention prep.

1. Start with the Big Picture: Mark Your Calendar Like It’s a Wedding

Before anything else, treat this con like a destination event—because that’s exactly what it is.

Create a digital calendar entry and a physical one if you’re a visual planner. Include:

• The exact dates of the convention

• Travel days before and after (account for rest!)

• Major deadlines (registration, hotel bookings, merch pre-orders)

• Time-off requests if you’re employed or in school

If the con offers VIP or limited-access events, those often sell out quickly. Sign up for email updates or enable notifications on their social media. Being early often saves you money, stress, and disappointment.

2. Build a Realistic Budget: Plan to Spend and Save

Conventions are financial quicksand. You arrive thinking you’ll buy “maybe a few things,” and suddenly your wallet is weeping in artist alley.

Here’s how to build a responsible (but flexible) budget that doesn’t kill the vibe:

Core Expenses:

• Transportation (gas, flights, rideshare, tolls)

• Lodging (hotel or Airbnb, taxes, deposits, parking fees)

• Food (daily meals, snacks, post-con munchies)

• Badge or ticket cost (including add-ons or special event fees)

Hidden/Surprise Costs:

• Tips for hotel staff, rideshare, and food delivery

• Emergency purchases (phone charger, first aid, clothes)

• Merchandise (plan for impulse buys!)

Pro Tip: Set three tiers in your budget:

• Baseline: Bare minimum to attend

• Comfort zone: You’re prepared and relaxed

• Overflow: Optional luxuries or splurges

Using a travel budgeting app like Trail Wallet or Goodbudget can help you track expenses in real time and avoid post-con guilt.

3. Book Lodging with Intention (Not Just Proximity)

Staying close to the con venue is convenient—but proximity isn’t everything.

Here’s what to consider when choosing where to sleep:

• Walking distance vs. shuttle access: Is the hotel connected to the con, or do you need transport?

• Amenities: Look for free breakfast, kitchenette access, on-site laundry, or a mini-fridge to save on meals.

• Noise levels: If you’re sensitive to sound (or plan to actually sleep), check reviews for noise complaints.

• Cancellation policies: Life happens—make sure you can cancel or modify if needed.

Bonus Tip: Consider room-sharing if the con allows it. Many attendees post in official con groups or forums looking for roommates. It’s a great way to save money (just vet people carefully).

4. Plan Your Travel Like a Logistics Boss

Your mode of travel affects your timeline, your budget, and your stress levels. Don’t wing it—map it.

Flying?

• Book flights early and set price alerts (Google Flights, Hopper).

• Avoid tight layovers if traveling with costumes or equipment.

• Always pack your essentials in your carry-on: ID, meds, badge, outfit for day 1, and your phone charger.

• Learn your airline’s baggage policy, especially if you’re checking props or vending materials.

Driving?

• Get a tune-up beforehand (oil, tires, brakes).

• Plan your fuel stops, rest breaks, and bathroom breaks ahead of time.

• Download offline maps in case of signal loss.

• Factor in tolls, parking, and hotel valet costs.

Taking a train or bus?

• Check how much luggage you're allowed.

• Arrive early—station boarding can be chaotic.

• Know your stop times and have backup plans for late arrivals.

5. Don’t Sleep on Registration Logistics

It’s easy to assume that once you’ve paid for your badge, you’re all set. But how and when you receive it matters—especially from far away.

Ask yourself:

• Will your badge be mailed or do you need to pick it up on-site?

• Are there separate lines for VIP, press, vendors, or speakers?

• Do you need a photo ID to check in?

• Is early check-in available the night before?

Bonus: Print and screenshot all confirmation emails. Don’t rely on hotel Wi-Fi or spotty signal at the venue.

6. Start a Master Convention Checklist (Seriously, Right Now)

This is your lifeline. Create a master checklist broken into categories:

Travel Documents & Essentials

• Photo ID

• Flight/train/bus tickets

• Con registration confirmation

• Hotel info

Health & Hygiene

• Medications (with labels)

• Toiletries (in travel sizes if flying)

• Hand sanitizer, face masks, mini first aid kit

Tech

• Phone & charger

• Portable power bank

• Headphones or earplugs

• Camera or gear (if creating content)

Convention Survival Kit

• Reusable water bottle

• Snacks (protein bars, trail mix)

• Comfortable walking shoes

• Emergency cash

• Lanyard or badge holder

• Sharpie (you will need one)

You can go digital (Google Keep, Notion, Trello) or old-school (planner, notebook). Just don’t trust your brain alone. Con brain is real, and it forgets everything.

7. Strongly Consider Travel Insurance

It’s not just for international travel. A canceled flight, lost suitcase, or unexpected illness can derail your entire con experience. Many travel insurance plans are inexpensive and cover things like:

• Nonrefundable hotel rooms

• Flight delays or cancellations

• Medical emergencies away from home

• Lost or stolen items

If you’ve invested hundreds (or thousands), spending a little extra to protect it is just smart planning.

Final Thoughts: Set the Tone Before You Pack a Thing

Prepping for a long-distance convention doesn’t have to be overwhelming. By planning intentionally, budgeting wisely, and staying ahead of deadlines, you give yourself the freedom to actually enjoy the convention. No last-minute panic. No forgotten essentials. No overspending-induced regret.

You’re laying the foundation now for a smooth, safe, and unforgettable con weekend.