6.0 Travel and hotel

Book your travel arrangements and hotel as early as possible. Keep in mind, that if the show is a long established and popular show, the hotel rooms will be booked early. Sometimes almost a year in advance.

Also, in the case of smaller cities or towns, the hotel, car rental and flights may be fully booked quite early. And, even in the larger cities, there may be numerous activities going on at the time of the show - So, you could have problems getting convenient bookings even with the numerous options in these cities.

Many shows may offer an option to use their designated travel agency. And with this, you may get the whole package, or you may be able to choose a hotel package. If you are traveling to a location that you are not familiar with, it may be a good idea to take advantage of the package.

Nothing beats having someone familiar with a destination helping you with arrangements - No matter how skilled you think you are at doing your own on-line research and bookings. Why take a chance when you are investing so much in the show?

Normally these designated travel agents will offer fair and convenient packages, with various price options. And, they may have blocks of rooms and airline seats set aside and available for them.

Passports and Travel Documents - Make sure that you have all the proper documents that are required for travel. Picture ID’s are now necessary for travel anywhere.

For travel to some foreign destinations you may need a visa in addition to your passport. Find out from your travel agent, the airline, or the country’s US consulate office.

Travel Arrangements - Make sure that you leave yourself a window of time in the event that there may be some delays. If you are traveling to a location in which you may want to spend a little time touring - Add an extra day before or after the show.

Book your flights according to the schedule of set-up and knock-down days at the show. You want to leave yourself sufficient time for both.

Some locations have more than one airport serving them. Even though they may look equally distant from your destination, there may be a big difference in which one you use. For instance, one may have more convenient transportation to your destination, or more options for car rentals, or even more flight options. And, this is why using someone familiar with the destination can make life much easier for you.

Getting to and from the hotel is also an important factor. Find out if the hotel provides pick-up, or has a regularly scheduled service. Otherwise, find out (from the hotel) about taxi services and costs, or other travel options.

Hotel - Again, you want to make sure that your hotel is near the show venue. I again point out, that if the show is going on for a number of days, these will be long days for you. And, in the event that something happens at the show, and you have to get back to your room quickly, it will be handy to have it near-by. (For instance, if you find that you need something that you left behind, or you run out of something that you have extras in your room, or you spill something on your clothing and you have to change….Many things can happen).

- Find out about check-in time and check-out time. Make sure it all fits in with your schedule of flights. If you are arriving at the hotel before check-in time, find out if you can leave your luggage at the front desk, or with the bell captain, until the room is ready. This will allow you to use the waiting time more usefully (without dragging your luggage around).

- Find out if the hotel provides transportation from the airport, and back to the airport.

- If you are renting a car, find out if the hotel provides parking, and if there is a charge. Also, if you are planning to take the car to the show, find out about parking there.

- Find out about meals at the hotel. It can be convenient - As you will have long days at the show. Also, find out about nearby restaurants.

Foreign Currency, ATM Cards and Credit Cards - ATM cards are really quite handy these days. But, make sure that your ATM card is usable at your destination. Your bank can advise you of this, or you can look it up on their websites (ATM locations).

If you are going to a foreign destination, find out which banks or ATM services would accept your card. Often you can get very fair exchange rates using your ATM card in foreign countries - Again, your bank may have their rate policy information on their web sites.

No matter where you go, you want some cash in your pocket. So, if you are going to a foreign country, you should arrange to have some of their currency when you arrive. You may be able to get this at your bank, at the airport, or at the destination airport. The exchange rates at the airports will be unfavorable to you. So, if you have to get some money at the airports, get the minimum that you will need (to get to the hotel, and carry you over until you can get to a bank).

You can also get money exchanged at banks in your destination country. You will need your passport for these transactions. Check the work days and hours of the banks at your destination. If you have to exchange money for travel, meals, etc., you want to make sure that the banks are open on your arrival day (or at least the day after).

Another option is to exchange money at your hotel - Check with them to see if they have this service, and at what rate of exchange.

**Warning - Be very careful about how much foreign currency you get. Otherwise, when you are at the airport for your return flight, you may find yourself with a lot of the foreign currency left over in your pocket.

If the airport you are in has some good duty-free shops, and there are clearly good bargains on some items - Then you can put that foreign exchange to some good use. But, if you have to exchange it at the airport for US Dollars - Be prepared for a heartbreaking surprise…You will get an unfavorable rate of exchange.