I recently returned from the 2019 NAPO Conference held this year in Fort Worth, Texas. I always enjoy the conference–I get to take workshops, meet new Professional Organizers and reconnect with ones I haven’t seen in a while. The latest organizing products from NAPO’s business partners are on display and stepping away from my everyday responsibilities for a few days helps to ‘recharge my battery.’ The theme of this year’s conference was ‘Education is Bigger in Texas.’ Even my hotel room was big. It was so large, I could cartwheel through it. Not that I did–I’m just sayin’–everything is bigger in Texas…
As silly as it may sound, one of the things I look forward to at the NAPO Conference is the conference bag that’s given out every year. I have a nice collection of them by now running the gamut from a lovely red handbag-like tote (Lillian Vernon – Chicago 2004) to an amorphous recycle bag (New Orleans 2013) to a bag with a zippered top and water bottle/holder (Chicago 2018). I use the conference bag I received at the Orlando conference (2009) as the work bag I take to my client’s homes.
It’s important to me that everything I need to drag around with me during the day fits in the conference bag. After the not-so-fab New Orleans conference bag, I started packing an old conference tote (Minneapolis 2007) with me in case I didn’t like the conference bag been given out. But, this year, I did not pack the Minneapolis tote…
The night before I left for the NAPO Conference, I was thrilled to see that someone had posted a picture of this year’s conference bag on Facebook.
I was happy to see that it had contrasting colors and a little button closure–cute! It was roomy without being too big.
But, there are times when a bag can be too big and become a black hole for everything they’re carrying. When you’re at a conference, you need to use your brain power for learning and networking–not for searching and worrying about where all of your stuff is. You don’t have time to send a search party out to find your business cards and hotel room key!
If you or a friend, family member, or colleague are attending a conference in the future, here are 5 tips for keeping your conference bag organized so you’ll always be able to find what you need when you need it.
Tip #1 SORT
What items do you think you’ll want handy the day of the conference? Gather them and place them on a surface in front of you–couch, bed, desk, kitchen island–whatever works…
Then, take those items and sort them into categories such as electronics, items you’ll need to access quickly, note taking items, and most important–SNACKS!
Tip #2 CONTAINERIZE
Now that you’ve categorized your stuff, it’s time to put them in their own containers so they’re not floating around the bottom of your conference bag (eliminating the need for that search party mentioned above…) Pack a few pouches and small/medium/large Ziploc bags for this purpose. The size of the pouches and baggies are dependent upon the items you plan to carry in your conference bag.
This is the pouch I used that is so brightly colored, I think I could find it in a black hole.
I kept my necessities in here–phone, business cards, lip balm, pens, hotel room key.
Tip #3 RETURN ITEMS TO THEIR ‘HOME’
Conferences can be non-stop learning and networking events. You might feel rushed during your conference day and tired at night but it’s important for you to take the time to put items back in their baggies and pouches after using them. This will save you time later in the day and the next morning when you need to access your phone charger or hand someone your business card.
Tip #4 MAKE IT YOUR OWN
Whether there are fifty or six hundred and fifty conference attendees, almost everyone will be carrying the same conference bag. You’ll want to ensure that no one accidentally walks away with yours thinking it’s theirs! Make it stand out with a large pin, decorative ribbon, or brightly-colored scarf that no other bag will have. You’ll always know which bag is yours!
Since I saw a preview on Facebook of what the conference bag looked like, I packed a color-coordinating scarf to tie around the handle. I always knew which conference bag was mine!
Tip #5 PURGE
Purge your conference bag at the end of the day of items you no longer need–used tissues, energy bar wrappers, and the free swag you couldn’t resist putting in your bag. Getting rid of what you no longer need makes room for the items you will need the next day.
If you’re a visual person like me, click on my YouTube video below to see the 5 steps and get a sneak peek at this year’s NAPO Conference bag:
These 5 tips are going to ensure you have the most organized bag at your next conference–I guarantee it!
Are you heading to a conference soon? What item would you need most in your conference bag?
Stacey is a Professional Organizer, Virtual Organizer, and Author in Bergen County, New Jersey specializing in home organizing, time, and paper management. She is the author of The Organized Bride’s Thank You Note Handbook: Let Systems and 101 Modern Sample Thank You Notes Take You From Overwhelmed to Organized.
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I’m smiling because when I first arrived I was told they had run out of bags. Needless to say, they hadn’t, and I got one on the second day. (Apparently a box of them had been hidden under a table.)I don’t tend to carry much around when I’m at conference, but if you’ve got a bunch of small things in your large bag, this is the way to go! How fun to have a collection of conference bags:)
I think I’m may have to start to photograph all of my conference bags–they’re taking up a decent amount of room in my closet!
What a great video and tips, Stacey! It’s funny because when I checked in, they didn’t offer me a conference bag. Since I don’t usually accept them, I didn’t think twice about it. I bring a tote bag that is lightweight and organized in advance. Like you, I have pouches and holders (and inside pockets too.) Each night when I return to my room, I take out what I won’t need and refill it with what I will need.
It was great seeing you! I loved catching-up. Keep making these terrific videos. They are excellent. Way to go, Stacey!
Thanks so much, Linda–I appreciate your support and enthusiasm! I was happy we could catch up over breakfast, too. I wonder if the conference bag for the Orlando conference will be waterproof since we’re so close to Sea World?!? 😉
Love the video and great tips. If you contain your items I think it’s easier to clean out the bag when you get home too.
Thanks for your kind words and for watching my video! As we PO’s know, if we’re organized at the beginning, it’s always easier to ‘clean up’ at the end.
I’ve never been this organized at a conference but I think this would help me feel less chaotic and enjoy myself even more.
It’s been many years since I attended one, so this brings back fond memories.
When I’m at a conference, I feel a bit ‘out of sorts’ living out of a suitcase and out of my normal routine. Keeping my conference bag organized makes my day less stressful. So glad my post could bring back fond memories for you!
Great advice. I’ve learned that the only way I’m going to stay organized is if I use my work bag (where I already have an know all the compartments) rather than using the official conference bag, which usually has just one, big, open compartment. But I love your idea for making it easily identifiable!
Julie–that’s a great idea! You know your work bag well–if using it at a conference makes your life easier, then go for it. Thats’s why I rarely switch handbags (twice a year!). I know exactly where everything is in each purse and I only have to re-organize them at the beginning of the summer and the beginning of the winter.