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:
- Stapler with extra staples
- Post It Notes
- 3-Hole punch
- Extra pens (lots)
- Order Forms of any kind
- Manilla envelopes
- 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!]
- Slide advancer
- Any extra cables
- 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.
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