Packing Tips for Convention

If you’re headed to the Toastmasters International Convention next month in Vancouver, British Columbia, Canada, it’s time to start preparing that packing list. If you’re unsure about what to bring, you’re not alone. Luckily, there are lots of tips and tricks (and fun stories) from others who have attended previously.

Consider what happened to 2024-2026 International Director Jenilee Taylor, DTM, of Cuyahoga Falls, Ohio. Before attending the 2019 International Convention in Denver, Colorado, Taylor gave a TEDx Talk where she explained “emotional glitter” as the element that draws people together and creates connection. In honor of her speech, she packed small bags of glitter in her checked luggage to share with leaders at the convention.

On her flight, Taylor was questioned about the contents of her luggage. She explained that the “small bags of white, somewhat suspicious-looking substance in my suitcase were, in fact, filled with craft glitter.” When she landed, she found a police note saying her luggage had been inspected.

“That experience did leave me with a few very practical travel lessons, especially when it comes to convention travel,” Taylor says. “If there’s anything in your bag that might look questionable at first glance, make it easy to recognize. It makes the whole experience smoother for everyone, including you.”

Read ahead for more packing advice from Toastmasters.

Clothing

Professional Attire – Most attendees wear a form of business casual: Button-down shirts, blazers, slacks, skirts, dresses, and dress shoes all work well and can be dressed up or down. “Networking is one of the key advantages of a Toastmasters International Convention,” says Denison Balfour, DTM, of Nassau, Bahamas. “So, professional business attire is best, with a light jacket.”

Casual Attire – If you plan to go sightseeing or participate in one of the social activities, such as the Smedley Fund Morning Yoga, don’t forget comfortable clothing or athleisure wear and athletic shoes. “It helps to bring pieces that are comfortable, easy to mix and match, and that you can wear more than once without overthinking it,” Taylor says.

Comfortable Shoes – Convention involves a lot of walking and standing, and Taylor points out that shoes are particularly important. “If they are not comfortable at home, they will not magically become comfortable at a convention.”

International President Aletta Rochat, DTM, of Cape Town, South Africa, and Second Vice President Jean Gamester, DTM, of Cardiff, Wales, also recommend packing multiple pairs of black shoes to help prevent blisters and give your feet some relief.

Cultural Attire – Opening Ceremonies and the Global Celebration Reception are perfect occasions to represent your country. If you’re from a country with a rich cultural heritage, pack representative clothing. Snap a photo next to your country’s flag as well.

“I bring unique cultural or traditional attire for the Opening Ceremonies, proudly showcasing Toastmasters’ rich diversity,” says Wikum Hettiarachchi, DTM, of Harrington Park, New South Wales, Australia. Hettiarachchi says he has worn Sri Lankan traditional costumes and Shanghai, China-style outfits at the convention.

Formal Attire – If you are attending the President’s Celebration, you’ll want to pack something slightly fancier. Most attendees dress in cocktail party attire, and some even don tuxedos and ballgowns.

“Pack your favorite evening wear, including shoes, jewelry, accessories, and makeup, to shine and dazzle, but comfortable enough to dance the night away,” says Balfour, who has been to several conventions.

One More Tip – Convention centers and hotels are notoriously cold, so pack some nice jackets and/or sweaters you can put on and take off as needed.

Medical Items

Anything can happen when you are traveling. Rochat and First Vice President Gauri Seshadri, DTM, of Bangaluru, Karnataka, India, always bring a small medical kit with them when they travel.

This kit could include pain medicine, throat lozenges, allergy medicine, stomach remedies, and Band-Aids or moleskin for blisters.

Keep in mind that you will be around people from all over the world, many of whom traveled long distances, so you will be exposed to new germs. To build your immune system, consider packing vitamins, electrolyte packs, sanitizer, and wipes. Probiotics are also a great way to help digestion acclimate to local water and food, says 2024–2026 International Director Viola Lee, DTM, of Shenzhen, Guangdong, China.

“For those on prescription medication: Pack sufficient for the entire trip, with at least one to two days extra, depending on the travel distance,” says Balfour. “A weekly medication organizer works wonders!”

Gifts

One of the best parts of the convention is interacting with people from around the world. To celebrate this global connection, many attendees bring small items from their home country to share with others, such as postcards, pins, snacks, candies, or spices.

“I love to bake, so I often take a few dozen mini rum cakes, labeled with a Bahamian flag, to share with Toastmasters I connect with,” Balfour says.

Sharing small gifts is also a great way to jumpstart conversations. For example, Tom Hobbs, DTM, of Denver, Colorado, always brings a small yellow figurine with him. “He fits in a pocket, always smiles, and seems to meet people before I do,” Hobbs says, who has given out hundreds of the figurine to others.

Other attendees often bring small souvenirs from their home country, including stuffed animals. Gamester says a District leader gave her a statue of Ganesh to put on her desk for good luck.

“This has become my personal rule: Everything I carry has a story, and every story is meant to be shared,” says Hettiarachchi, who brings special gifts and small memorabilia.

Other recommended items include reusable water bottles, protein snacks, a travel-size steamer for wrinkles, notebooks, pens, laptops, tablets, chargers, adapters, and power banks.

If you plan to network (and you should!), pack your business cards or have an easy way to share information with others. Balfour advises attendees to create a QR code that others can scan to easily share contact information.

If you struggle with talking to new people, consider jotting down some small-talk starters or put together a conversation résumé.

Packing Strategy

Once you know what you’re bringing, pack your luggage strategically. Hobbs and Taylor both recommend packing the essentials in carry-on bags.

“If I am traveling for a convention or work, my carry-on always has what I would actually need if my luggage took its own trip to a different location,” says Taylor. “Chargers, medication, toiletries, and at least one outfit. It immediately lowers the stress level.”

Also leave plenty of room in your luggage for new items you want to bring home. “Between materials, giveaways, and the few souvenirs you pick up along the way, you will want that space,” Taylor says.

Toastmasters Skills and Connections

Part of the fun of attending convention is using your Toastmasters skills to help you navigate your journey. That might mean using listening skills to connect with others quickly, leaning on your Table Topics^® experiences to strike up conversations, or increasing your understanding of other cultures.

It also means that if something goes wrong during your trip, there are plenty of people who can help you. When Hobbs was traveling to the 2014 International Convention in Kuala Lumpur, Malaysia, his luggage didn’t arrive until the end of the week. “Local Toastmasters immediately stepped in,” he says. “They helped me talk with the hotel manager, who loaned me a formal jacket and tie.”

“That experience reinforced that Toastmasters is truly a global support network,” Hobbs says.

Regardless of your travel experience or what you pack, the memories you make and the people you’ll meet will be worth it.

“During our travels, we often met fellow Toastmasters in airports and transit hubs,” Hettiarachchi says. “What began as chance encounters quickly turned into shared journeys exchanging information, sharing taxis and meals, and telling stories along the way. Whenever Toastmasters gather, conversations spark, perspectives expand, and the ideas that emerge are always better and brighter.”

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