Expect the unexpected in events! We have been doing this for years, and even with years of experience there are just sometimes when you need something you didn’t pack. We can’t tell you how many times we have had to rush to the local store, hotel or venue staff, or even back to the office because something was missing! Don’t worry it happens to the best of us. You have been planning this event for months in advance and every tiny detail has been combed over multiple times until it was perfect. That’s just it though, nothing is ever as planner or perfect!
The client adds on an electronic sign to the registration table the day of the event, but you don’t have any outlets left.
The votives you ordered didn’t come with extra batteries.
The entertainment company forgot tape for taping down loose wires.
The list goes on and on, but our mistakes are going to be a lesson for you. We have put together a list of what have in our on-site event kits. Each event has two kits, a personal kit and corporate kit.
Corporate Event Kit
Let’s Get Handy: It’s happened before, there was a nail sticking up from the floor board, and the venue didn’t have anything to put it back in place. Hooray for the event kit. We carry a set of pliers, screwdriver, hammer, tape measure, wrench, zip ties, string, and fishing line. We can’t stress this enough… but scissors will be your best friend on load-in days!
Let’s Get Sticky: Tape! It’s a quick fix and does the job. Gaffers tape. Clear shipping tape, double-sided tape, and fabric tape.
Let’s Power Up: Extra batteries, extension cords, phone chargers, and USB chargers are the most used items in our kits, and there is no surprise why! We also carry a few extra backup phone chargers for those long days where you just can’t sit down and charge your phone!
Let’s Get Creative: The room location has been changed or something has been added to the menu. There are countless things that will change on the day of the event. So it’s time to get creative with some solutions. We have sign holders, easels, pens, paper, and frames all ready to mix and match to solve that problem.
Let’s Get Clean: We also like to carry Pledge and some rags, along with Windex wipes. The mirror top table that you rented will look a lot better without all those pesky fingerprints from set-up!
Let’s Be Extra: A few “just in case” items that we pack are lighters, matches, and votives!
Personal Event Kit
When we are on-site for events, we are often there for 10 or more hours with set-up, execution, and breakdown. It is important for us to keep our focus creating that memorable event for guests, so we don’t have time to be scurrying around asking for Advil! Each event coordinator has a different kit, depending on their personal needs, but we put together the most common items here.
Let’s Stay Health: Thanks to COVID-19 every planner will carry hand sanitizer! Band aids, blister blockers, Advil, and Benadryl are also in the first aid kit.
Let’s Eat: Grab and go snacks are the best for those on the go planners, that just don’t have time to stop!
Let’s Stay Pretty: Often during set-up we are managing multiple vendors, our client, and guests. When it comes to showtime, we like to freshen up a bit. We will pack our makeup, extra deodorant, perfume/cologne, oil blotting papers, and a lint roller!
Of-course every event is different, and that’s what we love about it, so our kits will vary on the event!
What are your must have products for your big day?