Trade shows are all about the exchange of information between members of an industry. So it stands to reason that information technology would be an important tool to attendees of such events to make the most of their time and opportunities while at a show.
This technology can come in many forms – a PDA, a laptop, a SmartPhone – but more and more people across all industries are using them, and traveling with them. This trend is reflected in facilities and services being offered at hotels and convention centers to make use of those technologies not only possible but more convenient on the road for business travelers.
So if you own a laptop, PDA or SmartPhone and are attending CHA, should you bring it with you? Will it be useful? Are services available? What will traveling with it be like?
If you own a PDA or SmartPhone, the obvious answer of course is to bring it because its small form factor makes it simple to travel with. These devices are designed to be taken virtually everywhere with their owners, so CHA is the perfect destination for them.
A laptop is a more complicated decision, however. Its larger form factor makes it more difficult to tote along and there are more things to consider. Will it be useful enough to justify the complexities of travel with it?
Laptop computers can provide several valuable functions to attendees at an event like CHA. First, it allows attendees to keep in touch with their business’s home base. For buyers this may mean providing web updates on the latest products they are ordering to their customers. For vendors this can keep them up-to-date on operations at home, including access to their usual email accounts so they don’t get a week behind while they are traveling. For all attendees a laptop can be an excellent method of organizing information obtained at the show: new contacts, notes on various topics, orders placed or received, etc. Vendors can have all their marketing materials on the computer in case they run short and need something printed locally. Designers can keep portfolios on their laptops for creating presentations on the fly tailored to a potential employer who has shown interest, or simply for providing tailored presentations without having to haul around multiple portfolios. Even if the attendee is using a PDA on the show floor to keep track of much of their information, being able to back the information up to the laptop daily can provide a measure of security against loss of the PDA – and the information on it.
There is no question that information technology can be very useful at a trade show. But what services are offered at CHA to users of technology?
First, we’ll look at an overview of the connectivity services available at the convention center and CHA hotels:
Anaheim Convention Center Wi-Fi Service: There is a self-service low bandwidth attendee wi-fi service that is meant primarily to be a convenience for checking email (although according to the provider it is usually very slow if it’s a medium to large show). You use your credit card and sign up at the convention center.
CHA Convention Hotel technology services:
Note: Many hotels offer in-room safes large enough to secure laptops. Others will accept laptops for the hotel safe for storage. In either case, those services are not noted in this listing as they are often not noted in the hotel’s directory of services.
Anaheim Marriott: Computer workstations in guest rooms, wireless in other areas. The hotel also offers what it calls “Wired-for-Business.” For a set daily rate of $9.95, you get, in your guest room: high-speed internet access, unlimited local phone calls, and unlimited long distance calls (within the US).
Hilton Anaheim: Wireless high speed internet access included in room rate; rooms have two phones with data ports; Desk Level Electric Plugs, Desk Level HSIA Connection, Desk Level Phone Jacks, Surge Protected Desk Outlets.
Anabella Hotel: none?
Best Western Raffles Inn & Suites: High-speed Internet access, Wireless & Free of charge.
Candy Cane Inn: Complimentary high-speed wireless Internet access.
Clarion Hotel Anaheim: Free wireless high speed internet, telephones with dataports.
Comfort Inn Maingate: Complimentary high-speed internet throughout the hotel.
Cortona Inn & Suites: High Speed Internet Access.
Courtyard by Marriott: Wireless high speed internet.
Crowne Plaza Anaheim: High-speed internet access via in-room T-1 lines and wireless access in public areas is included in the Resort Fee. Data ports in Telephones.
Disney Hotels: no access.
Doubletree Hotel: Complimentary Wireless Access in Hotel Lobby, Complimentary Printing Service, Business Center. Nominal fee will apply for high speed internet access in guest rooms.
Embassy Suites Anaheim South: Internet Access (wi-fi) and two telephones with dataports in every room. (Charge for service.) Business Center.
Hampton Inn & Suites: high speed internet access in every room, wireless internet access in the lobby
Hilton Garden Inn: Wireless High Speed Internet Access & phone with dataport in Guest Rooms, complimentary 24 hour Business Center.
Holiday Inn & Suites: Free wireless access in public areas, unstaffed business center (PC available, printer), wireless high speed and analog dial-up access in guest rooms. Desk level electrical outlet, spare electrical outlet at desk.
Hyatt Regency Orange County: Wired high-speed internet in guest rooms. Also T-Mobile Hotspot Wireless Broadband in public areas.
Portofino Inn & Suites: High speed internet in rooms ($9.95 for 24hr period) & phones with dataports.
Radisson Plaza Maingate: Dataports in rooms and complimentary Wireless High-Speed Internet access available throughout hotel.
Ramada Plaza Anaheim Resort: Free Wireless High Speed Internet.
Sheraton Park Hotel: Wireless High Speed Internet Access in All Guest Rooms (Charge).
So, you have decided that your computer would be useful to have along…how do you travel with it?
Traveling with Computers:
The TSA and the airlines recommend NOT checking laptop computers as baggage but carrying them on the aircraft yourself instead for their protection. (Hmm, for the computer’s protection or the TSA and the airline’s protection?) More information on why can be found here but essentially extreme conditions both in-flight in cargo holds of aircraft and careless handling of luggage can easily damage fragile computers. Handling them yourself by carrying them on in the passenger cabin is the recommended way to keep your laptop secure and undamaged. And especially during long layovers or flights, laptops can even provide entertainment or enable productive work time for the traveler.
If you don’t usually take your laptop away from home, you may have to decide what to carry it in. A wide variety of laptop totes are available today in a wide range of prices. Tote styles range from rugged backpacks to rolling briefcases to fashionable ladies’ totes. Look for something that has a well padded computer compartment, that will fit your size computer and the accessories that you wish to carry, and that will be comfortable to carry. Beyond those basic needs, you can narrow your selections based on your personal style and planned usage for the tote (i.e.: how many additional items would you like to fit in the tote besides your computer, how will you usually be dressed when carrying it, etc)
Most airlines allow one carry-on bag plus one additional “personal item” as carry-on baggage, and classify a laptop computer as a personal item. So as long as your computer bag is not too large (limited to the size of a briefcase), you will probably be allowed to carry it on in addition to your regular carry-on luggage. Check with your airline to confirm their specific rules.
Despite your best efforts in carrying your bag yourself, there is some risk of damage or theft to your computer when you travel with it. Some important steps that you will want to take before you leave home with your computer are:
1) Make sure that your system is backed up before you leave home with it in case of damage or theft to the machine during your trip.
2) Remove, encrypt or at the very least password protect (with a SECURE password) any critical personal files on the computer such as banking information, website log-in cookies and other sensitive information.
When you get to the airport, there are a few specific procedures for getting a computer through security. According to the TSA website’s instructions for passenger screening, “Laptop computers … must be removed from their carrying cases and placed in one of the bins provided.” You may also be asked to turn on your computer for the TSA screeners so you will want to make sure that your battery has some charge in it for convenience if this occurs.
Traveling with a laptop definately takes some preparation and planning, but it can be a powerful tool to have at your side (or to be able to use in the evenings at your hotel) when information is all around you at an event like a trade show. Make the most of that information by making the most of your available information technology tools!
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