Event and Meeting Planners Should Have Supplies Kits Ready for Every Occasion
In my experience, event planners spend a lot of time preparing for their events, but sometimes tend to overlook that they should never arrive at an event empty handed. Yet that's exactly what happens if they don't create a basic event supplies kit, including a range of simple office supplies.
Whether you're setting up for a seminar, conference or other event, create a storage container that includes the following items for those who work the registration table:
It's important to purchase a storage supplies box that isn't too large, but has enough depth to hold a range of supplies.
The challenge is finding a supplier who has something that's just the right size to hold larger items, such as tape dispensers, without feeling like you're lugging a huge storage box. And smaller boxes just don't seem to have enough space for everything. I like these dimensions: 5.87" high x 10.62" wide x 16.12" deep. Literally, a plastic shoebox.
Event and meeting planners ship an incredible amount of material in boxes for each event. Even a small seminar for 35 people will often require a dozen boxes. And depending on what's being shipped, sometimes promotional and other items are shipped in smaller boxes within those boxes. While some kids may enjoy that type of packaging at the holidays, it's not the same type of experience or present on the job.
Some peole like the larger, bulky box cutters that allow for a strong grip. However, generally speaking, you're usually just cutting through tape on the outside of boxes. Lightweight is almost always the best choice. For a supply box, that means an aluminum cutter that taps open and closed.
One of the last items to be produce prior to any event is the guest name badges. That's because people confirm and/or decline invitations at the last minute, so meeting planners prefer to wait until the last possible hour to produce these. This way, everyone in attendance is most likely to have the same badge.
However, inevitably names may be spelled wrong and some folks will arrive unannounced. For those situations, it's easiest to have a supply of badges for people to write their names. However, it's also helpful to bring laser printed name badges with the company logo at the top as well. The most popular size: 3" x 4". Tip: Print individual names in 24 point font type if possible.
Just as important as the box cutter is the mailing tape and storage dispenser. Because after the event concludes, everything must be re-boxed and shipped back to the office or the next event location.
A tape gun is too large for most needs, but a handheld dispenser is extremely easy to use and gets the job done. Pack one role with a dispenser into your kit, and this will make preparation for shipping an ease.
It seems like an item that may not get much use, but scissors are extremely important for cutting everything from poorly stitched table cloths that have threads running to last minute purchased items that need price tags removed (I've purchased socks, ties and other apparel for both myself and clients at the last minute when needed).
If you can find a 5" scissors size, that will fit comfortably in the box (plus it will be lighter weight). Most scissors available at office supplies stores are larger, 8". Also, find a scissors made of a good quality stainless steel.
Keeping a supply of highlighters around is helpful in many situations for event planners. Most of you don't need me to flag the obvious uses for highlighting items in event notebooks, etc. However, it's interesting to consider the external requests you may receive when a highlighter will be handy.
For example, corporate executives and others generally arrived prepared for their own presentations, and usually have notes pages pre-printed. Presenters will often rely on the meeting planner to provide housekeeping and other messages that any of the presenters may need to convey. I've written out those items in some cases directly on notes pages and highlighted in an non-traditional colors like orange to make these situations stand out.
Bring a couple extra boxes of both pens and pencils to use as writing instruments for your event. The meeting or event planner is usually expected to have these supplies on hand for use with evaluations and other forms that are being completed during an event.
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