No matter how big or small the event, planners have to be prepared for anything and everything. After all, it’s their job to ensure the event goes off without a hitch!
“When it comes to events, planners are the ones who make sure everything runs smoothly. From start to finish, they are responsible for ensuring that all the details are taken care of and that everyone enjoys themselves. Hence, they need to be always on the go when it comes to every situation.” says Isaiah Burke, program and events specialist of Beach Umbrella.
To be a successful planner, there are certain items that you must always have on hand. These items will help you handle any situation that may arise and ensure that your event is successful.
1. Notepad And Pen
You never know when you’re going to need to jot something down. Whether it’s a last-minute change of plans or a brilliant idea you don’t want to forget, having a notepad and pen handy will always come in handy. One quick and easy way to take notes is to use Notes on your iPhone.
2. Detailed Itinerary
This is essential for keeping track of all the details of your event. From deadlines to meetings and everything in between, having a detailed itinerary will help you stay on top of everything.
3. Contact Information For All of The Venues and Suppliers
In case something goes wrong, you’ll need to be able to get in touch with them quickly. Aside from that, it’s always good to have a “backup plan” in case one of your vendors cancels or doesn’t show up.
4. Emergency Contact Information
In case of an emergency, it’s essential to have all the necessary contact information on hand. This includes the number for your insurance company, the police, and the fire department.
5. First Aid Kit
Accidents happen, and it’s always better to be safe than sorry. Having a first aid kit on hand will allow you to deal with any minor injuries. This should include items like band-aids, safety pins, and a small sewing kit, super glue, flashlight, etc. One tip is to never give out any medications to anyone, evens something as simple as a Tylenol. You don’t want to be held responsible if something happens to someone taking any medications.
6. Water And Snacks
Keeping yourself hydrated and fueled is essential, especially when you’re running around taking care of everything at an event. Having water and healthy snacks on hand will help you stay energized and focused.
7. Computer & Phone Chargers
There’s nothing worse than having your computer or phone die in the middle of an event. A portable phone charger will ensure that you’re always able to stay connected. Moreover, you can also use it to charge other devices, such as your camera or flashlight.
8. Camera
You’ll want to document your event to remember it forever. A camera will also come in handy if you need to take photos of damages or problems during the event. Of course, using your iPhone camera is the simple way to go.
9. Tool Kit
The best thing you can do for yourself is create a took kit checklist. Things to add to it could be nail polish, nail file, flashlight, batteries, binder clip, tide stick, extra earrings, duct tape, super glue, measuring tape, bottle/wine opener, martini shaker, the list is endless. There are so many things going on before an event, you don’t want to have to stop to think of what to pack, and you always want to be prepared.
Only The Best For Your Events
A great events planner always has a few essential items in their toolkit to ensure everything goes off without a hitch. They are always prepared for anything that might come up, from last-minute changes to unexpected emergencies. Lucky for you, Naif Productions has the best events team that you will find.
Naif Productions is a company of experienced master events planners who can make anything work. We have the best team on the deck, which can handle any event and situation. No need to worry about anything!
Contact us to have the best planner for your event!
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This article was written by Eliza Kennedy.
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About Naif Productions:
Naif Productions is a strategic event planning, design and production firm specializing in corporate, live coaching sales events, social, non-profit, and weddings. Based in New York City, we produce events worldwide from Fortune 500 clients and coaches to families and charities. Naif Productions specializes in helping clients attain their goals, realize return on investment, and achieve the most unique, creative experiences.
About Annette Naif:
Since 1986 Annette Naif has been designing and producing custom events, helping clients create their unique style that translates into a memorable and profitable experience. Annette spent 17 years producing events in the motion picture industry where she helped coordinate numerous productions for film and episodic television programs. Since then Annette’s been running her own event production company, coaching other event planners, teaching an event operations and production course at NYU, and now is the CEO & Creative Director of Naif Productions.