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A series of articles about all facets of event planning with helpful hints, planning ideas, sample schedules and budgeting tips from the B&E Team.

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Monday
Sep152014

Meeting Event Planner Day of Checklist

Meeting Survival Supplies

THE BIG DAY...BIG AFTERNOON...BIG WEEK...
You created your event timeline, met deadlines, completed your checklists, verified menus, orders, schedules, and agendas, and now you’re ready for the big day. Whether your event is a small luncheon, or a multi-day program, be ready for any last-minute disasters with a Survival Checklist. 

EVENT PLANNER SURVIVAL KIT

  • A condensed version of your desk - Legal pads, pens, Sharpies, paper clips
  • Batteries – assorted sizes
  • Bottle opener and corkscrew
  • Charging cords –laptop and cell phone chargers
  • Contact list – include not only all the vendors numbers but also nearby copy and messenger services
  • First Aid Kit – make sure to carry an assortment of Band-Aid sizes and pain relievers
  • Flashlight (or know where your flashlight app is on your phone) – for if the power goes out or you need to light a darkened area
  • Foldable step stool
  • Goo Gone
  • Hand sanitizer
  • Mints, gum
  • Multipurpose cleaning cloths
  • Pins – straight pins, safety pins, bobby pins
  • Power strips and extension cords
  • Scissors, Box Cutter
  • Small tool kit – that includes a measuring tape
  • Strong fishing wire
  • Sunscreen
  • Swiss Army knife – if you carry one that has everything from a screwdriver to corkscrew, you can omit about a half dozen items listed
  • Tape – clear, masking, electrical, & duct
  • Tidy Kit - travel sewing kit, static clean spray, lint roller, stain remover sticks
  • USB stick (if you’re not storing everything in the cloud yet)
  • Wireless router –Internet connections are not always easily accessed and available
  • Zip ties

 

THE PLANNER IS THE RINGMASTER
On-site is not the place to be determining agenda, policy, or making arrangements. On-site is reacting to the unexpected situations that arise, no matter how good your planning. On-site is maintaining balance as the months, weeks, and days of preparation kick into gear and the event unfold. The planner is the ringmaster as the acts perform. What happens backstage will most often go unnoticed if good planning has taken place. 

TRUST THE TEAM
Delegate as many tasks as possible so you, as the organizer, can attend to the event and troubleshoot. If you are stuck at a registration desk when the lights go out on the main speaker, who's going to get the wheels moving to fix the problems? When the buffet lines are out in the street, who is going to get another serving station set up? Circulate and be everywhere, but don't be in anyone's way. The team has a job to do. They're there to support you and work together to make the event a success. TRUST THE TEAM you have assembled. They are the cast and crew of your production.