Somebody call DJ Khaled because I am about to give you a MAJOR KEY. An event planning major key to be precise. There are many important things to remember when it comes to planning events but one of the most crucial is what I like to call the event planner tool kit.
Whether you are planning events for a living or if you are helping a less Type A friend plan her wedding, here are a few things to keep handy on the day of:
Planning an event requires staying connected with a lot of people. All of your key stakeholders should be able to reach you at anytime. Make sure to bring an extra charger or battery pack with you because your phone battery will be drained while you consistently respond to emails, texts and phone calls throughout the day.
Always remember to consider the aspect of power when it comes to your event. How you will get it will probably cross your mind ahead of time but it is likely you will always need an extra extension cord. Make sure to pack one (or five)! It is also good to bring some electrical tape in order to avoid anyone tripping over or accidentally unplugging the cord if it is in the walker’s path.
Standard Office Material
You never know what you might need during event but people will look to you to solve problems. This could mean a broken zipper or a door that won’t stay open. Try to bring a pack of essentials in case of emergency – this could (and probably will) mean safety pins, tape, deodorant, scissors, etc.
Timing is everything during an event and, if you’re anything like me, you will have most things broken down by the minute. It is very important to have a watch on to track your time (especially if you forget your charger and your phone dies). A Fitbit is an extra useful tool because you can take a spare minute to check out how many steps you’ve successfully completed while running around during set-up!
Copy of schedule/event binder
Finally, probably the most important piece of the event planning puzzle is a copy of your itinerary for the day. When I worked at the zoo it was crucial for us to make an itinerary for every event we held. This task, while sometimes repetitive and boring, made for a really easy event day. Here’s a tip about events: something will always go not according to plan. But the important part is that you have a set plan, you will have more time to think about how to fix the problems because everything else is already running smoothly!