CONVENTION SURVIVAL GUIDE: Prepping for PAX East, Twitch Con, and beyond!!
It’s the end of March, and convention season is upon us! But, before the madness and non-stop hustle begins, I wanted to make sure that all convention goers were equipped with some key tips and tricks of the trade so that you can get the most our of your convention experience.
This article will focus specifically on PAX East, but the tips can universally be applied to any convention. Additionally, all of these tips come with the assumption that you’ve already purchased your convention tickets and booked travel and lodging in advance.
Here we go!
BEFORE THE CONVENTION
GET CONNECTED!
Conventions are a whirlwind, and you want to be armed with as much information as you can from the onset to ensure that you complete and accomplish everything that you want to at the event. The great news is, there are tons of helpful resources out there to help you get connected and keep you as up-to-date and informed as possible!
Download the PAX App
The PAX App really is your one-stop shop for all things PAX-related. It includes a schedule of events as well as a list of exhibitors, and allows you to mark which ones you are interested in to create your very own schedule and to-do list directly within the app. There are also maps of the convention center, information about shuttle routes and times, and other useful information on safety and security at the event. I HIGHLY recommend downloading this and utilizing it before and during the event.
Follow Relevant PAX Accounts on Twitter
The PAX App is awesome in terms of a 1000ft overview of all things PAX-related. But, Twitter will be your best friend when it comes to minute-by-minute updates, and surrounding happenings not directly connected to the convention itself. If there are any studios, vendors, developers, streamers, etc. that you are hoping to run into at PAX, be sure that you are following them on Twitter. Here are a few accounts that I recommend (linked for your convenience):
Check Forums
Another great source of information are PAX, gaming, & industry-related forums, or Discords. Smaller communities, independent studios, and even larger studios that didn’t necessarily want to pony-up cash for a more organized event may still have meet-ups or parties happening in the evening. Spend some time trolling around on these forums and in your favorite Discord community groups to see what’s happening.
Connect with Streamers, Friends, & Anyone Else You are Hoping to Meet
CONVENTIONS ARE CRAZY. CONVENTIONS ARE CRAZY. CONVENTIONS ARE CRAZY. If there is a streamer you want to meet, a friend that you know is going, or an industry representative you want to introduce yourself to, BE SURE you are connecting with them prior to the event and creating a plan for 1) where to meet them, and 2) how to get in touch. Even with these great intentions, the plans still might not work out, because again — conventions are crazy — but, reaching out before the event will drastically increase your chances of making a meetup happen.
PACK FOR THE EVENT
Packing for a convention can be a bit tricky. Most people are gone from their hotels/AirBnb/wherever they are sleeping for 12-16 hours at a time, and there can be wild temperature changes between the overall weather, and what it feels like in the convention center hall. I’ll be breaking this packing section down into 5 parts — Health, Convenience/Entertainment, Clothing, Business, & General Necessities/Other
BRING YOUR BADGE(S)!!!
This isn’t a category, but this should be the FIRST thing you pack! Trust me, the last thing you want to do is deal with the headache and hassle of having to get a replacement badge the day-of, and for some conventions, obtaining a replacement may not even be an option. Whatever you do, DON’T FORGET YOUR BADGES.
Health
Health may seem like a weird category to be classifying as part of an overall packing list, but it’s arguably one of the most important. Remember, you’re at these conventions for 8-12 hours per day, sometimes for up to 4 days. During that time, you are literally coming in contact with thousands of people, and touching electronics that are being handled by tens-of-thousands of people. That’s a breeding ground for germs. The PAX-flu, and the TwitchCon-flu? Those are real things, and there’s a reason — because people don’t prepare in advance and take care of their health during these events.
1. Hand Sanitizer
Keep this with you at all times. Use it after shaking hands, or handling any electronics, merch, or cash.
2. Vitamin C
There are a lot of skeptics out there about the benefits of Vitamin C, but this is something I swear by. Convention or not, anytime I’m traveling, I begin loading up on the Vitamin C about 2 days before I leave for my trip, take it throughout the duration of my trip, and continue taking it for about 2 days after I return home. The extra boost to my immune system prevents me from getting sick.
3. Refillable Water Bottle & Snacks
As mentioned, these conventions are a complete whirlwind. When I was at TwitchCon in October 2018, I remember going a straight 30 hours without eating anything because I was hopping from one forum, panel, meeting, or demo to the next. The air in the convention center is super dry, and its easy to wear yourself out bouncing from event to event. Hydration and adequate nutrition are going to be key for keeping your energy levels up. You can definitely purchase beverages and snacks at the convention if you don’t want to worry about packing more than you absolutely need to. However, you’re going to be hard pressed to find healthy food options at any convention center. So, if eating healthy is important to you, or you’re not into a potato-chips, hotdogs, chicken tenders, and burgers-only kind of diet, be sure to bring fruit, nuts, or other small bites with you.
Convenience/Entertainment
This section will detail things that will make your life easier/happier if you pack these things. But won’t be the end of the world if you don’t.
1. Cash
In today’s world of technology, MOST places will accept credit cards. However, you’ll make your life a lot easier if you have a little bit of cash on hand incase you run into the odd vendor that doesn’t accept card, if you’re looking to breeze your way through a line (it’s typically a lot easier to get through check-out if you are paying in cash), or to make splitting a bill easier (for those strange friends that still haven’t downloaded Venmo).
2. External Battery Charger/Power Bank
There are outlets scattered throughout the convention center, typically near the restrooms, however, you probably don’t want to spend your time being tethered to a wall, and you definitely don’t want to be caught with a dead camera if you spot your favorite streamer or an amazing cosplay. Having an external power bank will keep your electronics with all the juice you need throughout the day.
3. WiFi hotspot
I’m just going to say it — cell service is virtually non-existent at these convention centers. And, while there is often free wifi, it tends to be pretty spotty and molasses-level slow since thousands of people are all trying to use it at once. If connectivity is important to you, consider bringing your own WiFi hotspot.
4. Any Electronics you want, AND THEIR RESPECTIVE CORDS/CABLES!!
Cell Phone
Camera
Controller
Nintendo Switch
Many gamers elect to bring a portable gaming device (separate from their cell phones) because there is often downtime at these events when you are waiting for a panel to start, or when you are waiting in line to test a game (or get into the convention center). Having a switch with you might make these annoying lines and wait times a bit more bearable.
Laptop
Clothing
In terms of clothing, COMFORT IS KEY!! You’re going to be on your feet all day, in an extremely crowded space. You don’t want your feet to give out on you, be super sweaty or freezing cold, or be fussing with your clothes instead of enjoying the event. I recommend checking the weather forecast before you head to the event to make sure you prepare as best as possible.
1. Comfortable Footwear
At TwitchCon there was a day where I wore 6-inch wedges for 12 hours. By the end of the night, I couldn’t feel my feet, bend them back into a flattened state, or sleep because they were throbbing so much. Never again. Be smarter than me. Wear comfortable shoes.
2. Comfortable LAYERS of Clothes
These layers are totally going to depend on the outside temperature of the city of your convention. For PAX East 2019, it’s going to be COLD outside. However, inside the convention center there might be sections where it is absurdly hot, and others where its a bit chilly. Plan to layer t-shirts, jackets, and heavier coats as needed based on temperature.
SPECIFIC TO PAX EAST: There is usually a coat-check at the convention center, but if you want to deal with one less line you can opt to not wear a heavier coat, and just stick with a hoodie/sweatshirt over normal clothes. If you go this route, I would recommend 1) taking an Uber/shuttle that will bring you door to door from your lodging to the event, and 2) arriving at a non-peak time to avoid entry lines. If you don’t do these two things, you will freeze. You have been warned.
3. Evening Attire
If after-parties are your thing at these conventions, you may want to consider bringing a separate outfit or two for these specific events. There may be themed-parties (so check the forums!) that you have to bring certain clothes for. Or, you may just want to look a little nicer after-hours.
Ladies, a LBD (little black dress); or a nice pair of jeans and a cute blouse will usually suffice.
Gentlemen, consider bringing a button down and a pair of shoes that aren’t sneakers or sandals (some bars/clubs won’t let you in with this time of footwear).
4. All the bits and bobs…
This includes all of the other things that you may want to have with you, that may not apply to everyone, but are commonly overlooked items:
Socks
Underwear
Bras
Pajamas
Gym Clothes
Cosplay Outfits
Gloves
Hat
Sunglasses
Business
If you’re a streamer, content creator, developer, or any industry-related person at PAX (or want to be!) then this section applies to you. If you are just there to chill, have fun, and play awesome games, you can probably skip this one. ;-)
1. Business Cards
BRING ‘EM. USE ‘EM. They are a powerful networking tool. Just make sure you make a genuine connection with a person before handing them your card.
2. Giveaways
Slightly more specific to streamers/content creators: You may elect to bring giveaways for people that you meet from your community. Common items include personalized buttons or stickers, or merch.
General Necessities/Other
This is literally anything else that you may want to have on hand with you. It will be totally specific to your individual needs.
1. DEODORANT
Please, for the love of all that is good, BRING AND WEAR DEODORANT. Your fellow gamers and the entire world will thank you. (And if you’ve never been to a convention before/don’t understand what this means, trust me, your nose will very soon.)
2. Toiletries
This can include shampoo, conditioner, face wash, moisturizer, lotion, etc. Some of these may be provided as amenities, but if you want your own, or if you are staying at an AirBnB, you will want to pack your own.
3. Curling Iron/Straightener
4. Medications/Other Vitamins/Supplements
5. Make-up/Make-Up Removing Wipes
CREATE A PLAN
Create a schedule of where you want to be/who you want to meet with
A lot will likely happen throughout the course of the convention that will throw this plan off, but its better to go in prepared. These conventions are big, crazy, and messy. So, if you don’t have a plan, there’s a chance that you end up bouncing around for 2-4 days and don’t get anything accomplished that you wanted to.
SCHEDULE BREAKS. You are human (I think). You need to eat, drink, use the bathroom, rest your feet. You don’t want to be so fatigued you can’t get out of bed the second day, so schedule breaks as you are creating your perfect plan.
Decide what’s in your day-bag
Your day-bag is going to be different than everything that was on the prior packing list. These are the essentials that you want to have on hand with you during the event. Make a list with the intent that it should prevent you from having to go back to the hotel mid-event. These day-bags are going to be super specific to you. (Ex. If you are cosplaying, you may want to bring a change of clothes to have on hand. If you’re streaming, you might need your entire IRL backpack in addition to your normal day-bag.)
Here is what I keep in my day-bag:
Badge(s)
Hand Sanitizer
Phone
Travel Charger & Cord
Camera & Backup Battery
Business Cards
Pen
I take notes on my phone, but still keep a pen on hand incase I need to sign a credit card receipt, want to sign up for a giveaway, or want to make a note on a flyer I’ve collected.
Chapstick or Lip Gloss
Wallet (Cash, Credit Cards, ID)
DURING CONVENTION
Congratulations! You’ve made it to the convention! Now what??
Follow Your Plan, but Be FLEXIBLE.
Getting connected in advance and creating the plan is incredibly important in helping to ensure you maximize your experience and do everything you want. However, a ton of things are going to happen that are going to impede your ability to stick to this schedule 100%. Lines may take forever. Panels may get cancelled or start late. Friends may cancel on you. You might make new friends and create plans with them, causing you to cancel on a prior commitment.
Anything that happens is A-OK!! Use your plan more as a guideline, and remain as patient and flexible as you can!
Take Notes During Forums and Chats
You are going to be meeting so many people and trying so many things over the course of the convention, it will fly by. Within this whirlwind of craziness, be sure you are taking notes during panel discussions, or as you are experiencing fun things/meeting great people. Is there an indie game you loved playing the demo for? Write it down. Are you a streamer that met another streamer and you want to collab with them in the future? Make a note of who they were, what you discussed, and a reminder to follow up with them and get a stream planned after the event.
Even if you are 100% in the moment when you are having these conversations, you’ll want to reference these notes later. Especially if you want to tell someone else about them (like your best friend that couldn’t make it to PAX last minute, or your community if you are a streamer!).
Take Care of Yourself
Seriously. You have to take care of yourself during this event. It’s exhausting, and there are a lot of people.
1. Consider Bringing Snacks & a Water Bottle in your Day Bag
This will help you manage your energy levels and prevent you from getting hangry.
2. TAKE BREAKS
If you haven’t completely ignored my advice up until now, breaks should be a part of your schedule. But, if you didn’t, or if you realize you’ve been going 8 hours and haven’t taken a sip of water… maybe do that before you pass out. Breaks are important. Take them.
3. Use the Buddy System
If you are traveling with friends, make sure you know where your friends are and vice versa.
If you happen to be traveling alone (which is totally fine, it’s my personal favorite way to travel!) be sure that someone (a parent, friend, spouse, girlfriend/boyfriend, manager… someone) knows where you will be, where you’ll be staying, and when you plan to check in with them throughout the event.
Check in with your buddy when you are supposed to.
4. Meet People Openly, but Exercise Caution
I want to believe that everyone in the world is 100% good and that we could all just drink butterfly tea, sit around a campfire and sing kum-ba-ya. Unfortunately, this isn’t always the case, and even someone that you may “know” may not always have the best intentions.
If you make plans to meet with somebody outside of the convention, meet them in a public location. Be cautious sharing your lodging details with strangers. And, don’t feel pressured to accept anything (drinks, food, gifts, etc) from anybody.
5. Monitor Your Intake of Indulgences
I’m not here to tell you how to live your life or spend your extracurricular time. That being said, if you are opting to indulge in alcohol or any other type of substance, be very careful not to over-indulge. You don’t want to feel like the walking dead at the convention the next morning, or have to stay in bed because you overdid it the night before.
If you are drinking, monitor your drinks. Never leave your drink unattended, and be cautious accepting drinks from strangers.
Remember that there are a lot of people at these conventions so if you are there for business to any extent, be mindful that someone that you may be looking to do business with could see you. Impressions are everything, even after hours.
Be Kind and Courteous to Everyone you Meet
Something that always amazes me at these conventions is how kind everyone is. If you accidentally bump into someone, they will most likely apologize to you. It’s almost as if being at the convention magically transports everyone to Canada and we just don’t know it.
That being said, not every single part of these conventions is going to be fun and there are a lot of potential triggers for grouchy behavior: from long lines, people cancelling plans, no toilet paper in the bathroom, no cell phone service, losing your friend for the 85th time in an hour, getting hangry because you skipped breakfast and lunch.
If you’ve followed the rest of this guide, you’ll probably mitigate most of these. However, even if you are the teensiest-tiniest bit grouchy, still remember to be kind and courteous. You never know who you are going to meet, so always put your best face forward. And, everyone is really just there to have a good time, so if you put out positive, high-frequency energy (even if you’re not 100% feeling it), it’ll likely bounce back to you and get you to the place where you DO 100% feel it.
If You’re a Streamer/Content Creator/There on Business — Save All of your Receipts
You can deduct the full cost of any travel and lodging (planes, trains, ubers, buses, taxis, etc) and 50% of the cost of meals if you are attending the convention for business
Have Fun!! Try New Things!! Meet New People!! GO CRUSH IT!!
‘nuff said.
AFTER CONVENTION
“OMG! OMG! OMG! That was awesome! What a great experience! Can’t wait to do it again next year!” Slow down there, cowboy… before we start planning the next convention, be sure to round out and FULLY maximize this years experience.
Relish in the Moment
You just had an amazing experience that thousands of other people would have dreamed of. What a blessing! Be mindful of everything you just did (and potentially accomplished). Journal about it. Tell your communities about it. Tell your family about it.
Going back to school/work/whatever you were doing before might feel like a bit of a let-down after the high of these conventions, so by being really mindful of the experience, you can transport yourself back to this feeling incase the Monday-morning blues start to hit afterwards.
Follow-Up with People
If you were there at all for business, or even if you were just there to enjoy the event, you probably made a dozen or more really great contacts (industry-wise, friend-wise or both). Send a note to all of them. Thank them for meeting them. Get a follow-up connect on the calendar if it makes sense. Foster and maintain these relationships.
Consider not reaching out to business contacts THE VERY NEXT DAY you get back from the convention. Particularly for developers, social media managers, marketing/sponsorship managers, etc. they are going to have a massive inbox to cleanout due to being away from the event. If you give them a few days to a week, then when you do send the email, it is more likely to be at the top of their inbox, rather than a massive pile right after.
Connection makes the world go round. So follow-up.
Make Some More Plans
What are you going to do with this amazing experience now that it has concluded? Make a plan.
What people do you need to continue to follow up with intermittently? Make a schedule.
What games were you excited to play? When do they launch? When will you start playing them?
When is the next gathering/industry event/convention that you want to attend? Do you need to book your tickets?
If you’re a content creator: Are you planning to share this experience with your community? How?
If you’ve stuck around this long to make it all the way through this guide, you deserve some sort of medal…. or honor… or “Achievement Unlocked!” pop-up notification.
But with all that being said, the #1 tip or piece of advice that I can give to you guys, is to just make this experience entirely your OWN. Take the tips from this guide that you want to and feel suit you, and disregard whatever doesn’t make sense.
Do what works best for, YOU, you good-lookin’ superstar.
Good luck, and go crush it!
xoxo,
Heaven