What should event planners always bring to an event?
We share our must-have items every event planner should always bring to an event.
When you're on-site for an event, unexpected situations can arise despite all the planning beforehand. You never quite know what might happen. But here's the thing: we've learned over the years that being prepared can make a world of difference. We know there is a kit of essential items every event planner should bring with them to an event.
Essential items in every every planner’s ‘Event Kit’.
Here’s our list of essential items in every event planners event kit . It’s what we always have on hand in when we are running an event. Trust us; they'll make you look like a pro.
RACHELLA SAYS
When you're on-site for an event, unexpected situations can arise despite all your planning. You never quite know what might happen. But here's the thing: we've learned over the years that being prepared with a fully stocked event kit makes a world of difference.
Part 1 - The basics
These are the basic items you should always bring to an event because you, or someone, will need them. It doesn’t matter whether the venue is inside or outside, or how big or small your event is; every event planner should have these items with them at an event.
Extra stationary: You never know when a last-minute document needs printing or when a guest needs a pen to jot down notes or something cut.
Various types of tape: From clear tape for securing decorations to duct tape for quick fixes, having a variety of tapes can be a lifesaver.
Batteries: All kinds, because you never know which gadget will run out of power.
Clipboards: Essential for keeping event schedules and checklists organised.
Labels: Useful for everything from name tags to marking items and organising belongings.
USB/ Thumb drives: A handy way to store event documents and presentations.
Chargers: For all your electronic devices, particularly phones to laptops.
Medical Kit: You never know when you might need band-aids, pain relievers, or other basic medical supplies.
These essentials might seem simple, but these are the items that someone will always need. You can count on them being needed at some stage of your event day. They’ll be used for anything, from securing signage on a windy day to handling those last-minute name tags for guests who forgot to RSVP.
Event planning items you always need to bring to an event.
Part 2 – Next level items
We’ve covered the basics. Now of course there are additional items that event planners like to take to their event, depending on the type and scope of event. For example, many Wedding Planners we know will take an event kit full of fashion and make-up accessories and equipment. These extra items can be real game-changers when unforeseen issues arise at your event.
When planning your event, think about the specific issues you might encounter on event day. As a starting point to get you thinking, here are the next level items we bring to all our outdoor events.
Extension Cord: It never hurts to bring additional extension cords, just in case the venue doesn't have enough or they charge to hire them. Just be sure your electrical items and cords are tagged and tested (to certify they are safe) and tape your name around the end closest to the plug so it doesn’t get packed away with someone else’s things.
Mini Toolbox: Hammers, screwdrivers, zip ties, nails - these can be a quick fix for unexpected accidents. When you’re running around minutes before an event starts, someone might knock something over. Take our word for it, it happens. And it’s no one’s fault. It’s great to have a mini toolbox with hammers, screwdrivers, zip ties, nails available to make a quick fix.
Folding Dolly: While most venues have trollies, dollies or carts available, you never know when you’ll need an extra, which is why we recommend having one of your own available. Hauling boxes can be exhausting; having your own dolly can be a real back-saver.
Trust us; you want to always be over-prepared.
Being over-prepared is always better than being caught off guard. Remember, the key is to have the essentials and a few extras ready to go. It can make all the difference in the success of your event.
Trust us, having these items on hand could be a real lifesaver in a pinch. These event kit items are the unsung heroes that can turn a potential disaster into a smoothly managed event. it never hurts to be over-prepared. Join Event Kit on socials and share a story about you used one of these items to save an event.
Don’t forget the most critical item of all: your Essentials Event Planning Kit.
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