Travelling to conventions, gigs, or gaming tournaments can be an unforgettable experience—but only if you plan smart. Whether you’re performing, competing, or just attending as a fan, the right prep can mean the difference between a smooth trip and a stressful mess. From transport to accommodation to what’s in your bag, a little foresight goes a long way.
In fact, according to a report by the Business Travel Association, 89% of UK travellers believe preparation is key to a successful trip, and yet over 40% admit they’ve forgotten essentials or misjudged travel times. So, let’s help you avoid that.
Here’s how to travel smart and enjoy your event to the fullest—without overspending or overpacking.
Start with a Clear Itinerary
When you’re attending a big event, timing is everything. Booking your travel and accommodation around the main activities—not just the start and end times—helps you avoid missing key moments due to early checkouts, traffic delays, or transit issues.
Smart itinerary planning tips:
- Check the full event schedule—including early registration or after-hours activities
- Plan to arrive a day early if you’re performing or competing, to adjust and prep
- Add buffer time for meals, travel between venues, and potential delays
- Save all confirmations in a digital folder or itinerary app like TripIt
Having everything in one place—flights, hotel info, venue maps—makes navigating the chaos of a busy event much easier.
Choose Accommodation That Works for You
It might be tempting to go with the cheapest hotel or AirBnB, but location and amenities often matter more than you think—especially when you’re juggling long days and heavy gear.
Look for accommodation that offers:
- Proximity to the venue (within walking distance, if possible)
- 24-hour reception or self check-in, especially for late-night gigs
- Laundry facilities for longer trips or costume-heavy conventions
- Secure storage for equipment, merch, or valuable gear
- Free breakfast or a kitchenette, which can save money on food
Book early—event weekends fill up quickly and last-minute prices skyrocket.
Pack Light, but Pack Right
Your packing list should balance comfort with practicality. Focus on layers, versatile clothing, and essentials specific to your role at the event—whether you’re playing in a band, entering a cosplay contest, or competing in an eSports bracket.
Packing essentials checklist:
- Event tickets, ID, travel documents
- Portable charger and extra cables
- Water bottle and snacks for long days
- Comfortable footwear (you’ll be on your feet a lot)
- Earplugs (for gigs or loud arenas)
- A lightweight jacket or hoodie, even in summer venues
- Merchandise or gear you need for selling, performing, or competing
Don’t forget to leave space for any freebies, merch, or trophies you might bring home.
Protect Your Vehicle (and Your Gear)
If you’re travelling by car, van, or tour bus – especially for longer hauls – it’s worth taking a few precautions to protect your vehicle. Not only do you want to avoid breakdowns en route, but you also want to make sure your equipment and luggage are safe during overnight stops.
One underrated yet smart move? Use a protective car cover when parked at venues or accommodation – especially if you’re driving a branded or modified vehicle. Not only does it keep prying eyes away, but it protects against weather damage and debris. You can find high-quality, weather-resistant options here.
Also, don’t forget:
- Get a full service before any long-distance travel
- Use steering locks or wheel clamps in unfamiliar areas
- Park under lights or in secure locations whenever possible
- Keep your most valuable gear in the hotel, not the boot
A little caution goes a long way when you’re far from home with gear you rely on.
Stay Entertained During Downtime
Travel delays, long queues, or gaps between activities are part of the event lifestyle. Keep your sanity—and maybe even bond with new friends—by packing a few light entertainment options.
Portable ways to stay occupied:
- Download films or podcasts in advance
- Bring a Kindle or compact book
- Pack a small travel game or deck of cards
- Play casual games like online checkers on your phone or tablet
- Start a shared playlist with your travel group
Staying entertained keeps your energy up and your mood positive—even when things run behind schedule.
Budget Wisely and Plan for Extras
Events often come with surprise costs: parking fees, ATM charges, overpriced drinks, or merch you have to have. Budgeting ahead of time can help you avoid coming home broke—or racking up credit card debt.
Money-saving tips:
- Set a per-day cash budget for food and extras
- Use travel cards or prepaid cards to manage spending
- Bring snacks and refillable water bottles to avoid venue prices
- Check venue policies on outside food and drink
- Split rides or accommodation with others attending
Also, always keep a small emergency fund set aside—just in case a hotel booking falls through or your equipment needs last-minute repair.
Connect with Your Community
One of the best things about travelling to events is the people you meet. Whether it’s networking with fellow artists, sharing tips with gamers, or just geeking out with fellow fans, these interactions can turn a good trip into a great one.
Ways to build community while travelling:
- Join online forums or Discord servers related to the event
- Follow the event hashtags and join the conversation
- Bring business cards or digital QR codes with your socials
- Offer to help others with setup or logistics—it often leads to future favours
- Share your trip on Instagram or TikTok—it keeps the buzz going and shows off your involvement
These connections often lead to collaborations, bookings, or friendships that last long after the event ends.
Final Thoughts
Travelling for conventions, gigs, or tournaments should be exciting—not exhausting. With smart planning, strategic packing, and a few clever moves like using a protective car cover or keeping online checkers in your back pocket, you’ll not only survive the chaos—you’ll enjoy it.
Every event is a chance to grow your community, sharpen your skills, and make memories. So prepare well, travel smart, and give yourself the freedom to focus on what you’re really there for: the experience.
