Tips to getting the most out of your experience and the best value for your money

Attending a regional festival or congress is much like a vacation. For most, we save and scrap for months to have enough money to attend these grand events.  Its not much different for performers, who incur team dues or studio fees months prior.  Then for ladies, there’s the lavish costumes, makeup and hair.  Yet the euphoria experienced sparks a buzz of “where are we going next?” even before the current event ends.

What would you sacrifice to squeeze in a trip to San Francisco, Puerto Rico, Miami, New York or Zurich?  Would you eat sleep on the floor, eat Top Ramen, or (gasp!) curtail your nights of social dancing?  The lengths some go to borderline urban legend.

With careful planning and smart spending, you don’t have to sacrifice by staying at an off-site hotel, forgoing the workshops, missing the pool parties or limiting your experience with a “night-only” pass.  Below are a few ideas and frequent traveler best practices that can help you get the most out of each trip, and might allow some to take another without maxing their credit limits.

1. Act early.  Significant savings can be realized by those who have the capacity to purchase flights and passes well in advance.   Congress passes are often offered at significantly discounted rates months in advance of the event. Likewise, flight costs can be significantly lower when purchased months ahead. In both cases, if your plans change you can apply funds to future flights or sell your pass - so you’re never stuck.

2. Consider alternative travel.  Depending on the length of the trip, driving or taking the train may work out as more affordable options.  Moreover, a road trip can add to the experience.  One group recently rented a van to allow costs and driving responsibility to be split even further.

3. Buy groceries.   A quick trip to the local store can stock you up enough for breakfast, lunch and much needed beverages (sports drinks, energy drinks, adult libations).  Paying for these al-a-carte or at the bar can add up quickly.  Some hotels offer refrigerators, but ask quickly or call ahead as supply is limited.  Above all, avoid room service - not only due to high rates and delivery fees, but also the confusing checkout process.  

4. Share your plate. Eating out? Its unreasonable too think you won’t go to dinner with your friends. If you’re budget is tight - consider sharing.  Most servings in the US today are far more than the average person to eat, and splitting it makes that $16 plate only $8.   

5. If you fly, don’t rent a car.  Most Congress venues have a plethora of onsite options for food, and parking fees add to the cost of the rental.  Also, plenty of your local friends will have vehicles in case you do go exploring.

6. Avoid baggage fees. Its well known that airlines are hitting us for every fee possible, including checked baggage.  Pack carefully, travel light and keep within carry-on limits.

7. Do your research.  Locate affordable eateries within walking distance and the value-based.  Using free applications like Yelp! can provide detailed lists of eateries within a walk that fit your budget.

8. Stay in the Congress hotel.  The Congress promoters work very hard too get low rates at the event hotel.  You can spend less (for lower quality accommodations), but you’ll likely regret the additional time it takes to get to and from event and you won’t have the convenience of a quick elevator ride to get food, drinks or a change in clothes anytime.  But plan ahead as some events have a limited block of special priced rooms.

9. Use the same costume.  There is no requirement for performers to don new costumes at each event.  Not only does it lower costs to use something you already have, it will lower stress involved in late delivery, missing components, etc.  

10. Play “Pass Roulette”.  If you are a guilty of being a perennial procrastinator, you can take your chances online that someone's plans changed and they need to sell their pass. Many become available last minute and are unloaded at significant discounts.

Bonus tip:  

11.  Get by with "A little help from your (non-salsa) friends" Find a friend who travels for work who cannot use their Frequent Traveller points.  “I have more points than I can use” is a common point of conversation between business travellers.  They can however, use them for a friend.  Offer to buy them or just get creative - you could be on your way.

These examples present several options that can be looked at before sacrificing the experience offered by a Congress Full-Pass, and might even allow the “Where are we going next?!” conversation be more than a pipe dream.