Conference Travel on a Shoestring Budget

Have you begun travel planning for the NASPA IV-WE conference in St. Louis this November? I hope so, but many of us need to develop a cost-effective plan to get there.

Diminished resources for professional development opportunities, including but not limited to conference travel, seems to be the new normal. Travel budgets can also vary by institutional size and type, and of course by one’s role in the organization (though we wish that weren’t the case). Nevertheless, we probably all agree that conference travel provides wonderful opportunities to learn and share knowledge, network, gain new leadership experiences, and to volunteer in meaningful ways, to name but a few of the benefits. So how does one manage to travel on a limited budget? Here are a few suggestions:

• Is the conference driveable? Consider driving instead of flying, particularly if you can carpool with colleagues. Check mileage rate vs. airfare to help decide which is most cost effective.

• If you’re flying, check out MetroLink light rail instead of cabs or Uber. Also, your hotel might offer complimentary shuttle service. Have tip money ready for the driver!

• Consider alternative forms of transportation like train or bus travel. St. Louis has an Amtrak station with direct routes from Chicago and Kansas City. The city’s Multimodal Transportation Center features national bus service from Greyhound and Megabus.

• Reduce lodging costs by staying with roommates, or selecting a nearby hotel which might offer a cheaper rate. What about other forms of lodging such as hostels, bed and breakfast, etc.?

• Is it cheaper to be reimbursed for meal receipts instead of per diem? This can help your budget go farther.

• Can you book a hotel that offers continental breakfast? Typically these hotels are less expensive, and you’re saving money on food. Win-win!

• Explore beyond the downtown/conference area and you may find more reasonably priced meals (St. Louis has a light rail and bus system!). You can also scope out happy hour deals for a less expensive meal of appetizers or small plates. Also, some folks pack their own conference meals due to dietary or financial considerations.

• Get the early bird discount! You’ll save money on registration if you commit to the trip early enough to obtain the early bird rate (ends October 3, 2016).

I hope these few tips will help your travel planning. I’ve traveled on a shoestring budget for most of my professional career, which has given me numerous fond memories of interesting lodging and ground transportation arrangements!