Event Planning Tool Kit

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Event Planning Tool KitIn my years of event planning, there are a few things you learn the hard way.

Like a sign coming down and having nothing to fix it with. Or having a stack of registration forms or other papers and nothing to put them in or clip them together with.

On the bright side, every time you need something you don’t have with you is a learning opportunity.  In the 20+ years I have planned events, I have of course had plenty of those.

The key is to take your lessons to heart and make sure that you bring it the next time.  The best way to make sure you don’t forget is to make an event checklist.  I actually have gone so far to prepare special event box with all the items that are on my checklist in that box, so I wouldn’t forget anything.

Here are some of the items that are in my event planning tool kit:

Office Supplies

  • Scissors
  • Paperclips
  • Stapler with extra staples
  • Post It Notes
  • 3-Hole punch
  • Extra pens (lots)
  • Sharpie
  • Tape
  • Order Forms of any kind
  • Calculator
  • Clipboard
  • Manilla envelopes

 

Tool Kit

  • Hammer
  • Nails
  • Staple Gun, with extra staples
  • Duct Tape

[Note: A tool kit comes in handy for outdoor events.  Trust me, using a hammer and nails or a staple gun on hotel on property is frowned upon!]

Audiovisual

  • Slide advancer
  • Any extra cables
  • Batteries
  • Cell phone or radio

There are many other items you can bring depending on the type of event you are doing, but this is something that will get you started.

Even if you are caught without something, you can be resourceful and find a solution somewhere.  The problem is that you will be busy on event day.  Spending time chasing something that could have been in your event box just adds stress you don’t need.

Event Planning NotebookThe absolute one thing I will never leave behind is my event binder.

The event binder has all the pertinent information for the event in it; contact names and information for every single vendor, contracts, budget, event specs, timeline and just about anything else related to the event.  It is the result of all my time event planning.

I can survive without a stapler or a hammer, but my event binder?  Never!

What do you bring to your events?  Have you ever been caught without something?  Share your stories in the comments

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Daphne Bousquet, CMP

Daphne Bousquet, CMP

For more strategies to make your workshops and seminars more profitable, you’ll want to pick up a copy of the free report "Three Simple Secrets To Making 10K In A Day With Small Workshops." Daphne Bousquet uses her 20+ years of event industry experience to create profitable event strategies and marketing for coaches, entrepreneurs, speakers and self employed professionals that want to grow their businesses with workshops and seminars. She is the creator of the Butts In Seats Virtual Boot Camp, a unique digital course that teaches you how to fill your events with your ideal audience.
Daphne Bousquet, CMP
Daphne Bousquet, CMP
Daphne Bousquet, CMP

Comments

  1. dieta says:

    There are just too many variables too many details too many things to remember to risk missing something important. This Event Planning Checklist can literally mean the difference between forgetting something really important resulting in disaster or creating a smooth perfect event!

    • Daphne Bousquet, CMP says:

      Thanks for stopping by and commenting Dieta! You are right. It’s easy to forget something when you are planning an event. That is why I am a big believer in checklists. I have them and create them for just about every piece of an event.

  2. Chris says:

    Love this Daphne! I too put together a list of items to be sure I have on hand just in case!
    One thing that I’ve added is one of those big plastic bins, which I picked up at Staples during their back-to-school sale. I can place the office supplies, tool kit and any papers I need for the event in one “bucket” and not carry multiple bags.

    Love it! And love that you share these workshop “essentials”!
    Keep ’em coming!
    Chris recently posted..How well do your clients learn from you?

    • Daphne Bousquet, CMP says:

      Thanks for adding that awesome essential. I hope that bin has wheels! Mine does. It is collapsible and I can roll it around anywhere. Love it so much that I have 2.

      I appreciate you stopping by and adding your very important 2 cents! Glad that I can count on your contributions…

  3. Kamil says:

    Experience has taught me to always include a first aid kit.

  4. Daphne Rose McCoy says:

    What a helpful article! I also bring bungee cords and pushpins. You never know when you’ll need ’em.

    • Daphne Bousquet, CMP says:

      Excellent additions, Daphne. All those things can really come in helpful when you’re in a bind!

  5. Devan says:

    Zip ties! They have saved me on multiple occasions. Also don’t forget sunscreen for outdoor events, you forget how essential that is until you realize you don’t have

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