How Not To Pack For A Research Conference: Lessons from the US

Academic conferences are the lifeblood of research. They are places to share findings, forge collaborations, and grow careers. But every seasoned academic knows the stress of packing: What if you forget your slides? Your poster? Your charger?

There’s one packing mistake with far bigger consequences than showing up without business cards: unwittingly becoming part of a research security incident at airport security.

Case Study 1: The Biosample Smuggling Incident

In 2019, a cancer researcher at Harvard was stopped at Boston Logan Airport. Hidden between socks and t-shirts in his suitcase were 21 vials of cancer research specimens, stolen from a U.S. lab.

The researcher admitted he planned to replicate US based research, using the smuggled material as the foundation for future publications and patents. Customs officers discovered the vials during a routine search, and the researcher was arrested. He later confessed to stealing intellectual property to advance his career at the expense of his U.S. host institution.

Lesson: Never transport research samples or unpublished data without clear institutional permission and legal compliance. Customs officials are alert to scientific material leaving the country, and the penalties for getting caught are severe.

Case Study 2: The Laptop Full of Secrets

The FBI has documented several cases involving researchers traveling with laptops loaded with sensitive or export-controlled data, sometimes despite explicit institutional prohibitions.

In one case, a U.S. professor was convicted for violating export controls after bringing a laptop containing classified research designs to an international conference. The laptop was subject to local inspection, creating a risk that sensitive U.S. technology could be disclosed.

Lesson: Every trip can be an international border crossing for your research. Be aware of controlled data in your possession. Use clean devices, strip unnecessary files, and encrypt sensitive data if needed. It's important to get the support you need to understand the regulations affecting your research.

Pro Tips for Secure Academic Travel

The UK’s National Protective Security Authority (NPSA) has published detailed guidance for researchers traveling internationally, including practical steps to reduce risk before, during, and after travel. The Secure Innovation Travel Security Guidance is available here:🔗 https://www.npsa.gov.uk/system/files/secure-innovation-travel-security-guidance.pdf

Key recommendations include:

• Travel with clean devices: Bring new or wiped laptops and phones, and use strong encryption.

• Limit what you bring: Only take what’s essential; leave sensitive or proprietary data at home.

• Know your export laws: Check with your institution’s compliance office about what you can legally take abroad.

• Be alert to overtures: Be wary of unexpected requests for data, collaboration, or “one-on-one” follow-ups, especially from new contacts.

• Back up and erase: Store important files safely at home and remove unnecessary material before departure.

  
  

Conclusion

Academic travel is an incredible opportunity. If we're not careful, it can be an opportunity for someone else. The lesson from U.S. border interceptions is clear: something you don't want to pack for a conference is sensitive research. With a little preparation, institutional support, and awareness of international guidance, researchers can make sure they don't find themselves stopped at the airport before they can board or having left something irretrievable behind on their return.