One of the many things event planners excel at is planning for and expecting the unexpected.  Most of us have seen it all, from last-minute room changes to delayed event supplies and anything in between. Anticipating and adapting to unexpected obstacles on-site can be the difference between a memorable event for your attendees and a painful learning experience.  As the mastermind behind the meeting, your staff and attendees alike will turn to you to help solve problems in a pinch, both big and small.  While quick, creative thinking and flexibility can help to jumpstart a solution, a craftsperson is only as good as their tools.  

You likely already have your own, but enter the event survival kit.  This event planner’s arsenal is typically stocked with all the right equipment designed to help overcome whatever technical difficulties, VIP requests, last-minute venue changes, and anything else your event might throw at you.  In this blog, we’ll dive into some of the most popular items event planners say they include in their kits.  You may already be using your own version of a survival kit - (a strategic assortment of tools you’ve assembled based on past experiences and anticipated obstacles) but you just might be able to borrow some ideas to take along to your next event.

Staff, Attendee, & Speaker Necessities
From morning coffee spill mishaps to hitting the dance floor a little too hard and splitting a seam, people are just as accident-prone on-site as any other time.  Having these handy items in your event kit can not only help you cultivate the peace of mind for your attendees that’s necessary for a successful event but also help you with some potentially embarrassing situations:

• Hand sanitizer or hand wash

• Lint roller

• Hair ties and bobby pins

• Safety pins or double-sided tape

• Travel brush

• Mini sewing kit

• Stain remover pen

• Sunscreen and bug spray

• General First Aid kit (Band-aids, pain relievers, antiseptic wipes, bandages)

• Floss, toothbrushes, and travel-sized mouthwash

• Breath mints or gum

• Water bottles

• Portable food (granola, protein bars, trail mix, other emergency snacks)

• Feminine products
  
  

Tech Necessities
Tech plays an important role in every event, and its function continues to evolve. Streamlining registration, optimizing speaker presentations, and even changing the way we network - chances are there’s an app for that.  And while most venues offer some type of AV assistance, it’s never a bad idea to bring a few of your own tech tools for surprise last-minute needs.  Here’s a quick rundown on the most popular additions to your emergency kit to help solve common technical problems: 

• Laptop or tablet

• Adapter cables for both Mac and PC laptops

• Outlet adapters (ideally with USB ports included)

• iPhone and Android phone chargers (or a USB with multiple heads)

• Portable powerbanks (make sure they’re charged!)

• Radios / Walkie-talkies

• Headphones or Ear-buds

• Thumb drive

• Cable ties

• Batteries (AA, AAA) for microphones or walkie-talkies

• Extension power cord

• HDMI cords

• Portable WIFI hotspot device (this will save your valuable mobile data)

• Light ring for phones (for more polished social media candids)

• Camera Lens Adapters (for more fun social media candids)

• Portable Bluetooth Speaker
  
  

Organization Necessities
As with event planning in general, organization is vital to hosting a successful meeting.  Ensuring guests know exactly where, when, and what is happening means no one misses any of your must-see content.  Eliminating any guesswork your attendees might have about your event schedule brings an extra layer of value to their experience and paints your brand as one who respects their time, and gets things done.  Here are some of the most common organization tools event planners should have with them on-site:

• Event Agenda (both a physical copy and digital copy staff can access on-the-go)

• Attendee, vendor, and sponsor lists

• Venue map

• Doorstop

• Event paperwork (event management plan, event permit, volunteer manuals, etc.)

• Contact information for pertinent staff (include venue staff, drivers, caterers,etc.)

• Pens, pencils, Sharpies

• Scissors

• Paper, notebooks, or Post-It notes

• Extra nametags

• Clipboard

• Label maker

• Folders or binders

• All-purpose cleansing and glass wipes

• Superglue and scotch tape
  
  

Miscellaneous Event Survival Kit Items
As we mentioned earlier, event planners should always expect the unexpected.  Sometimes, random and unforeseen obstacles pop up that demand creative, on-the-fly solutions.  Here are some tools to help you mitigate even the most off-the-wall problems with ease:

• Basic cleaning supplies (surface spray, wet wipes, sign cleaning kits, etc.)

• Collapsible easel

• Business cards

• Rope

• Masking or Gaffer Tape

• Cash/change

• Local restaurant selections

• Extra signage

• Tape measure

• Lighter

• Flashlights

• Zip ties

• Small toolkit (hammer, multi-head screwdriver, wrench)

• Extra generic signage (dry erase laminate or a versatile SMARTlens sign)

When it comes to hosting a memorable meeting, event planners wear a lot of hats, and "problem solver” is among the most important when you’re on-site.  A combination of careful preparation and learning from others and your own past experiences can make all the difference in elevating your events, adding to your credibility, and building your supporters’ trust in your brand!  If you think this seems lengthy, you’re right!  But that’s only because it’s better to be over-prepared than unequipped to deal with whatever your meeting might throw at you. We’ve included a PDF checklist of the above items for you to download for your own planning efforts.  Feel free to add whatever items you like to have by your side at events, and let us know your must-haves using the comment section below!