Safety conferences can be chaotic: tradeshow booths line a huge hall, the days are packed with speaking sessions, the entire place is buzzing. You can easily miss the best parts if you don’t have a solid plan.

Here are six steps to prepare for attending a safety conference.

1. Book early

Conferences can be big business for hotels. Book your room early before the hotel sells out. Register for the conference as soon as possible too. Early-bird discounts may be available and it will get your administrative preparations out of the way early.

2. Research the hotel and conference center

Most conferences recommend a hotel that is usually situated close to the conference location—but not always. It’s a good idea to research the locations of both the hotel and conference center before you arrive. If you’re driving, you need to know where to park and how much it will cost. If you won’t have access to a vehicle, make sure you’ve mapped out local transit—assuming you’ll be able to hail a cab could leave you stranded or waiting a long time for a ride.

Research hotel amenities such as exercise facilities or business centers, and consider whether you might use them during your stay. If you’re planning on bringing your laptop to get some work done then make sure the Wi-Fi access extends to your room, as some hotels only offer wireless connections in common areas. Also spend a few minutes looking up nearby restaurants and attractions.

3. Print important info

Print out the hotel name and address as well as your reservation/confirmation number. It’s also a good idea to print out the name and location of the conference, especially if you plan on taking a taxi. If you’re flying, keep a copy of your flight itinerary and be sure to check the status of your flight home before arriving at the airport.

4. Packing list

Don’t leave packing to the last minute—that’s how the most important items are missed. Here’s a checklist of essential items as well as a few points to consider.

• Clothes. Bring enough for the conference as well as downtime. Also plan for disaster by bringing backup items in the event you have an unfortunate spill.
• Shoes. When you’re planning your outfits, make sure you account for shoes (and pack them too!).
• Weatherwear. Check the weather and pack a rain jacket, umbrella, extra sweater, change of shoes, hat, gloves or scarf as needed.
• Toiletries. Don’t rely on the hotel to have everything you need, and don’t just bring essentials—you’ll be really glad you packed Advil if you end up needing it.
• Business items. Plan for the business tools you’ll need while you’re away. Start by packing a stack of business cards and charging cords for every phone, computer and tablet you will bring. A notepad and pen are good to have on hand too, even if you plan on bringing a laptop.
• Day bag, folder or purse. Bring something you can carry around with you at the conference. Make sure there’s enough room for any freebies you pick up at the show, and there should also be a place to keep receipts for reimbursement.

If possible when traveling, avoid checking your luggage. The best way to travel for business is to pack a rolling carry-on and a shoulder bag. If you require more clothes than a carry-on can fit, pack a full change of clothes in your carry-on in case your luggage gets lost.

5. Workplace arrangements

National safety shows are multi-day affairs. Add in a day for travel and you could be away from the workplace for almost a week.

Prepare for your absence by delegating tasks and informing staff of what you will (and won’t) be able to do while away. But don’t commit to doing too much work at the conference or you could miss out on good sessions, product research opportunities and more.

Before you leave the office, set an out-of-office message for your email and phone. This will allow you to deal with non-urgent matters on your return to the office.

6. Plan for conference success

You’ll get much more from attending a safety conference if you spend a few minutes planning what you’ll do, who you’ll see and which goals you’d like to achieve:

• Make a short list of learning goals and products to research
• Review the conference itinerary for sessions that meet your goals
• Scan the vendor list for booths worth visiting.

This free safety conference guide provides worksheets to help you plan your time and ensure you attend a good balance of sessions. It also contains great advice, guidelines and links to resource to make your conference experience successful. Download the safety conference guide here before attending your next national safety show!