25 Must-Pack Items in an Event Planner’s Kit
Think of the Event Planner’s Emergency Kit as your prepared-for-anything tool box. It is an absolute necessity when setting up for an event, regardless of the size or type of event.
What is an Event Planner’s Emergency Kit?
A small situation can feel like a minor emergency when you’re stressed and facing a deadline. It’s then that you wish you’d thought ahead and prepared yourself better.
Despite months of planning, anything can happen on event day.
It’s the small things that can fall through the cracks and get forgotten or overlooked. It’s then that you wish you’d thought to bring brought all the bits and pieces needed to fix the small hiccups.
In this article, we share the shopping list of items used by our team at Event Kit. We’ve used this list for many years to build our own Event Planner’s Emergency Kit for literally hundreds of events (ranging from small fundraisers and corporate functions through to large-scale festivals).
Bookmark this page and use it as your shopping list when you are ready to build your own Kit.
Other names for Event Planner’s Emergency Kits:
Event Kit
Production Kit
Show Box
Event Tool Box
Event Manager's Survival Kit
Event Tool Kit.
These Kits vary from industry to industry. In film and video production, the Kit usually comprises of a set of tools, gadgets, and other necessities each of the crew brings with them to do their particular job. In the wedding industry, the Kit is filled with make-up, hair pins and emergency clothing repair equipment.
Do I need an Event Planner’s Emergency Kit?
The short answer is YES.
It won’t matter if you are the most organised event planner around, there will always be things that are beyond your control. There will always be unforeseen things that happen at events. There will always be important things that you’ve overlooked or forgotten. There will always be mistakes made.
And when you’re standing on-site at the event, those minor situations will probably feel like a major emergency!
The best thing you can do, is be prepared.
You will probably spend a lot of days dreaming up the event concept, sourcing the right event suppliers, and getting the perfect team together for the event. Don’t let yourself down by running around the event panicking while you look for spare scissors and tape!
What is included in an Event Kit?
A standard Event Kit usually contains a collection of key event information, stationary, tools, electrical supplies, event information and incident response provisions. The contents are always a little different for each event, but the core items are usually the same across most of them.
We know from experience, a fully-stocked Kit will minimise your stress and maximise success on event day. It is absolutely the number one key to remaining calm and organised at your event.
Shopping List
*Tip: Bookmark this page and use it as your shopping list when you are ready to build your own Kit.
Start with the container.
It doesn’t have to be a large container; choose a container that suits what your situation.
Our team uses a few simple 45-litre/12-gallon plastic storage containers that we keep constantly stocked with the basics and first aid kit. We also always have a couple of extra ones empty and ready to go.
Consider the choice of container carefully! Size and style matter.
You might decide you want one big plastic tub, or perhaps you’re a minimalist and prefer a backpack that you can carry yourself easily to various venues. Consider the size and potential weight of your container. The more you add, the heavier the container. If you opt for big and heavy, make sure you get one with wheels and a handle.
Whatever you choose, that container will be on the move with you regularly - not only from venue to venue, but also up and down hills, possibly on dirt - and it will need to be lifted in and out of your car. If it’s not easy to carry, you’ll be less likely to have it by your side all day long (where it belongs).
You must find the sweet spot with size and weight. Get something that is large enough to hold everything you might need, but no so large that you can’t carry it easily when it’s full.
LET’S GO SHOPPING!
Shop the Container: check out the various styles and sizes available on Amazon.
Now let’s fill it with the essentials!
The Basic Contents
Office stationary - pens, scissors, and note pads, labels, lanyards, staplers, envelopes, hole puncher, sharpie, safety pins etc. Buy
All different kinds of tape - clear, duct, GAFFA, painter’s, electric, double-sided, velcro. Buy
Batteries - a bunch of sizes. Buy
Clipboards and folders - enough for all staff and volunteers. Buy
Cable ties and scissors/ knife - packets of various lengths and colours. Buy
Electrical items - USB flash drives, chargers, printer and cartridges, laser pointer, wifi modem, phone charger, power bank. Buy
Basic cleaning supplies - wash cloths, hand-wash, surface spray. Buy
Hardware equipment – hammer, pegs, screw driver set, wrench etc. Buy
Event paperwork – event management plan, event permit, staff and volunteer manuals, contact lists, run sheet or production schedule, site plans, supplier booking orders etc. Buy our ready-to-use and 100% customisable event planning templates here. Buy
Event Incident Response Items
Personal/Hygiene/Snacks
Sewing kit
Aspirin
Mints, chewing gum
Tampons
Deodorant
Granola/muesli bars, your favourite snacks
Bottled water
Beauty items - brush, comb, bobby pins, hair ties, hair spray, compact mirror etc.
The Wrap Up
We know from experience, a fully-stocked Event Planner’s Emergency Kit will minimise your stress and maximise success on event day. It will also help you to be more organised. It won’t matter if you are the most organised event planner around, there will always be things that are beyond your control. There will always be unforeseen things that happen at events. There will always be important things that you’ve overlooked or forgotten.
You’ve spent a lot of time pulling an event together! Don’t let it all fall over at the finish line.
And remember, every event planner will have a slightly different collection of items in their Kit, and that’s fine! It’s all about knowing the requirements of your specific event and thinking about what you might need to use at your event.
MEET YOUR MENTOR
Rachella Thomas is the powerhouse behind award-winning event consulting agency, Event Kit. With over 20 years of producing major events and festivals for internationally-renowned clients and brands, Rachella has honed her skills to create an expert resource for event planners and businesses looking to expand their event potential and grow their brand.
Continue Reading
Popular Posts
