14 Meeting Pros Share Their Best Packing Tips

If you want to pack smarter, ask a meeting planner what they put in their suitcase. Here are tips from 15 planners:

1. Don’t Forget Your Wrap

“My must-haves include a cashmere wrap in my carry-on; it’s cozy, stylish and essential. I typically travel with just a carry-on, but I always pack a foldable duffle bag. It’s perfect for any shopping or gifts that need to go in a checked bag — think olive oil, wine or something bulky. Finally, I always keep a swimsuit in my suitcase and a lightweight rain jacket or windbreaker for those unpredictable weather moments.”
Shannon Ashley Fallon, senior event operations manager, Fidelity Investments

2. Packing Cubes Are a Game Changer

“I started using packing cubes last year and they’re a game changer. They help to organize your outfits and compress items in your suitcase, which frees up space for more. By using packing cubes, I have been able to use my carry-on more frequently than in previous years.”
Adrienne Tucker, senior meeting planner specialist, American Bar Association

3. Make a List—And Follow It

“I always recommend making a list in preparation for any trip. This way, you ensure nothing is forgotten and you only pack what’s on the list.”
Magdalena Schneider, senior event manager, Moore Carlyle Consulting

4. Begin With Basic Black

“I pack as much black as possible — basic pants and shirts, etc. Then I spruce up my outfits by adding a pop of color with scarves, jackets and accessories. This lightens the load and makes packing simple. Shoes are always the hardest, so again, I go with simple black whenever possible. And then I have a pair of Danskin ballet flats that also serve as workout shoes should I want to go to the gym, but take up no room or weight in my carry-on.”
Sandra Daniel, president & CEO, Fire Light Group

5. Protect Your Ties

“As far as ties, I recommend keeping the cellophane wrapping from the dry cleaner in between each one to prevent wrinkles.”
Joe Lipman, president, Summit Management Services

6. Use Your Shoes

“I always pack small items inside my shoes. It really works well with socks, underwear and miscellaneous items.”
Venessa Grant, owner, Manifest Site Select

7. Try the “Pack-This List”

“The best thing I use is the “Pack This” list from Knock Knock. It’s a great organizer and I never forget to pack anything. I also get them for my clients as a fun little gift prior to events.”
Lindsay Grosz, president, Lindsay Grosz Events

8. Follow the 5-4-3-2-1 Rule

“Must-haves for me are a digital luggage scale for all trips, especially international, and a refillable water bottle. I always use the 5-4-3-2-1 Packing Rule (5 tops, 4 bottoms, 3 pairs of shoes, 2 dresses or handbags, 1 accessory like a belt, hat, pair of sunglasses or beauty tool). I also always roll my clothes and roll my T-shirts around the perimeter of my luggage.”
Edie Leibman, principal, LPC Consulting, LLC

9. Carry Your Coffee

“When heading to Vegas, where hotel coffee can be hit or miss, my go-to is to bring along a Nespresso Vertuo Next coffee machine. It’s compact and light enough to fit in my carry-on, and ensures I start my day with a high-quality coffee right in my room without having to walk miles to the coffee shop inside the casino. I pack a variety of my favorite Nespresso pods in a sturdy, resealable bag to avoid damage during travel.”  
Anca Platon Trifan, CEO, Tree-Fan Events

10. Mix and Match

“I never pack outfits, but rather basics that I can mix/match once I arrive. It saves so much time on the front end and space in my suitcase — it’s a win- win!”
Ashley Patton, marketing manager, Tradeshow and Event Operations, Kastle Systems

11. Jersey is the Best

“Two ways I avoid wrinkled clothes: I choose outfits made of a jersey material. It drapes well and doesn’t wrinkle. And I always bring a travel steamer.”
Shannon Ryan, associate director, conferences and meetings, National Comprehensive Cancer Network

12. Collect Your Cords  

“I always keep a bag for my electrical cords/connections. It’s easier to just throw the bag into my luggage than to try to find the drawer where I last left them at home.”
Josh Adams, industry relations strategist, Streamlinevents

13. Wear Your Heavy Shoes

“It sounds so simple, but I wear my heaviest shoes on the flight and put my spare shoes in my suitcase in a shoe bag. That way, I don’t get my other clothes dirty on the way home.”
Eric Hutchins, associate vice president, Lamont Associates

14. Bring Washable Shirts

“I try to pack shirts that I can wash myself if needed, so I can take fewer of them. Depending on the sort of trip, I also do not take a suit with me, just a jacket I can use with one of two pairs of pants and a sweater for business appointments and colder evenings. For footwear, I bring only one pair of shoes that I can use for both business meetings and evening events.”
Joost de Meyer, chairman & CEO, First Incentive Travel

15. Bonus Tip from the Editor

“A miracle product for wrinkled clothing is Downy Wrinkle Releaser, and it comes in travel size. Just spray the item of clothing, hang it in the bathroom when you shower, and it looks like you just ironed it.”