Author Trips: 10 Tips for Better Business Traveling

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At the start of my career as an author, I prioritized doing local events within driving distance so I could save money. No hotels unless absolutely necessary, even if that meant a lot of driving.

But over time, staying in the region of your hometown runs the likely risk of eventually oversaturating the market. You need to reach new readers, which means you’ll need to travel if you’re serious about building your author career.

Business trips are necessary for not only selling your book to readers in new areas, but also for professional networking with agents, publishers, and other authors; staying up to date with changes in the industry; building your writing or marketing skills in a workshop; and plenty of other relevant opportunities.

In this article, I’ll share some tips I’ve picked up when traveling for business.

1. Ship Your Books Separately

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No matter what method of transportation you’re using to travel, lugging around boxes of heavy books is a major inconvenience. There’s only so much room in your car if you’re driving (in my case, I drive a small Ford Focus and have to make every inch of space count), and you certainly don’t want to deal with all of that extra checked luggage at the airport.

For indie authors using a print-on-demand publishing model, there’s a much more convenient solution.

See if you can ship your books directly to the travel destination rather than your home address when you place your order for the event. That might mean reaching out to a friend or acquaintance in the area, contacting the hotel, or making an inquiry with the event coordinator to see if there are shipping/storage options available. If you’re attending as a keynote speaker or panelist rather than just a vendor, they’re more likely to help accommodate your travel needs.

2. Master the Art of Packing Light

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Strategic packing is common sense for a business trip, but even if you’re able to send your books to the location ahead of your trip, remember that you might need to transport leftover books back home with you… which means you need ample space in the car.

Consider investing in compression packing cubes that take up less space in your luggage, and choose business casual outfits that can easily be dressed up or down with the right shoes, belt, jacket, etc. so your clothing choices can pull double duty in different situations if necessary. If you need to bring toiletries, buy travel sizes and samples instead of bringing full bottles.

Sitting down to jot down a packing list of absolute essentials can help you make sure you don’t forget anything while also ensuring you don’t go crazy packing extra “just in case” items that didn’t make the list.

3. Prioritize Comfort to Reduce the Stress of a Long Trip

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If traveling stresses you out, consider some ways to help you stay comfortable during your travels. Maybe it’s worth buying some noise-cancelling wireless headphones so you don’t feel obligated to talk to strangers, or a memory foam neck pillow for a long flight.

If you’re easily overwhelmed by too many sounds in public spaces, try Loops to filter out some of that extra noise without muting everything (and potentially putting you at risk). Loops makes a few different options for different needs; I use their Engage model with 16dB of filtered noise reduction to help soften the sounds around me and make it easier to concentrate on conversations without distractions. It takes a little time to get used to them, but they really help neurodivergents.

If you don’t want to spend extra money on new accessories, you can still prepare little treats for yourself to ease the pressure. Pack your favorite slippers, download the audiobook you’ve been wanting to listen to, or build a playlist of your all-time favorite songs to sing along with on a road trip. Try to add little things that make you happy and take the edge off travel stress.

4. Set a Budget (And Stick To It)

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Trust, me, it’s WAY too easy to lose track of how much money you’re spending on a business trip, especially if you’re dining out every night or picking up souvenirs. If money is a concern, it’s helpful to plan out your budget beforehand and set spending limits.

Will you be eating out? Buying books at an author fair? Paying to attend ticketed events? Relying on transportation such as renting a car, using a taxi, riding a train, or ordering an Uber?

Sit down before your trip and take a close look at your finances. I recommend setting a range with a target goal and a maximum goal so you have a little wiggle room for unexpected expenses while still knowing your absolute cut-off limit.

5. Target Events in Cities Where Friends or Family Live

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As I mentioned at the beginning of this article, I’m usually operating on a very tight budget and trying to avoid racking up extra travel costs whenever possible. One way to do this is to search for events in places where you know you can lodge with friends or family.

After all, why pay for a hotel when you know someone in the area whose door is open?

6. Choose Budget-Friendly Accommodations That Suit Your Needs

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In many cases, staying with a friend on a business trip isn’t going to be an option, especially if your goal is to branch out into new cities with untapped markets.

Many conventions include reduced rates on hotel blocks as part of the event registration, but if you’re looking for an alternative hotel room during your trip, here are some factors to consider:

• How far away is the hotel from the venue? While hotels that are downtown in the heart of the city and closer to the event will likely be more expensive, you’ll be saving extra costs such as parking fees or transportation expenses if you don’t have your own car.
• How comfortable do you want to be during your stay? If you’re visiting for an extended trip, it might be worth investing in a hotel that feels more like an apartment with its own kitchen and laundry room, or one that has amenities such as a pool, highly rated restaurant, rooftop bar, free breakfast, on-site convenience store, et cetera. What’s more important: are you looking for that home-away-from-home vibe, or the cheapest option in walking distance?
• What do other patrons say about the hotel you’re considering? Make sure you check reviews before you book! Watch out for red flags, especially if people mention bed bugs, lack of cleanliness, or safety concerns.
• Does the hotel fit into your allocated budget for the trip? If not, you might need to reprioritize and make some adjustments. For example, maybe you’ll need to cancel plans for fine dining one night and make a sandwich in your nice hotel room instead.

7. Ask Locals for Their Personal Recommendations

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8. Plan Your Travel Itinerary

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I’ll admit that I’m not always great at planning ahead. But when it comes to traveling, having an itinerary can not only save you time and stress, it can also improve your overall experience so you make the most of your time.

There’s a lot more to do in a new city beyond the business-related goals that brought you there. If your time is 100% focused on adhering to a fast-paced business schedule, you’re probably not going to have a fulfilling, memorable trip. Try to plan out your days in advance. Know what sights you want to see, activities you want to do, and how to get around (by foot, bus, train, taxi, et cetera). Having a travel itinerary will help you stay on track so you don’t miss out on any activities you wanted to do. After all, you don’t want to regret missing something in hindsight.

Tip: bring along a travel journal to draft your packing checklist, track expenses, take notes, make a bucket list, plan your days, and document the most memorable parts of your trip.

Don’t forget some self-care time during your trip so you have some time for fun. If there’s a lot you want to do, is it worth extending your trip so it can serve personal and business purposes? Maybe arrive a day early or stay an extra night after the event is over.

9. Network Outside Scheduled Events

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If you want to make the most of your business trip, seek out opportunities for professional networking outside of the main event.

Many multi-day conventions have an after party on one or more nights. Some people seize this chance to drink, relax, and party, while others recognize potential networking opportunities in a less formal setting. Chances are, a casual discussion with an influential industry professional will be much more impressionable when you’re having a relaxed conversation in public rather than a stiff Q&A at a convention.

Even if there’s not an official group gathering, it can be immensely rewarding to work up your courage and ask a potential networking contact to meet up for coffee or dinner to continue your conversation after hours.

I offer this advice from firsthand experience after connecting with another author a few times after an annual convention. This author is regularly a keynote speaker and panelist at conventions. While I paid for my booth and tried to earn back my booth fee and turn a profit, he received a free booth and a paycheck from the convention for making a guest appearance.

Not only did he offer me valuable advice about how to reach that milestone, but he’s also opened some doors by sharing contact information, dropping my name to con runners, and even reaching out to follow up on my behalf when I didn’t get a reply from my initial outreach. And, in return, I’ve done my best to reciprocate favors even though I’m not as far in my career and have less to offer in comparison.

Pro tip: networking works best when there’s give and take. It shouldn’t be a one-sided transaction. Don’t introduce yourself and then immediately start expecting favors; just strike up a conversation and see where it leads. If someone thinks you have an ulterior motive and just want to use them for their knowledge and resources, they’re not going to be keen on forming a connection. You need to nurture a casual relationship without expecting anything in return. Doors will open… just give them time.

(It takes guts to ask someone to meet with you outside of the event. Brace yourself for the answer to be no. If it is, don’t beat yourself up. Remember that the professional you want to network with is also on a business trip and needs personal time to recharge, too. It’s better to be bummed about a rejection than to lament never taking your shot and wondering what might have happened if you’d been just a little braver.)

10. Take Photos

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This tip seems so minor, but it’s one that I regularly regret because I forget to do it. I often remember to take pictures of my booth (mostly so I can post on social media to promote my business), but it doesn’t occur to me that I should also take photos at a restaurant or hotel or other places I visit on business trips.

Then, looking back at my folders of photos from past events, I tend to remember, “Oh yeah, we went to this really cool local restaurant afterward. Darn, I don’t remember what it was called, or even what it looked like. I should have taken pictures.”

Trust me… take the pictures. Even if they’re not good. Save them in a folder so you’ll have them later, even if it’s just for nostalgia’s sake.

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