Before you go to your meeting or event, here is a list of few must-have items. It will be easier and cheaper to have these supplies with you than having to call your office for an emergency delivery or trying finding
stores that carry these materials, much less the time to retrieve them. Note: be sure to check airline regulations before flying
When it comes to keeping yourself prepared for an event & emergencies, you never know if you will be able to find a hotel or facility staff member when you need them. You will want to create a folder or binder with a copy of the agenda, the list of attendees and staff members with contact information, as well as any handouts you might need. It is helpful to have a list for yourself of the important details that you will to cover and in what order, such as parking info, the locations of restrooms or the coat check, and emergency exits, etc.
You might want to start with a large tackle box and a large plastic storage tote. This will be your emergency kit. In deciding what might go into this large tote, please take into consideration 3 things:
- What might your customer or guest need that they have forgotten, lost, etc?
- What could happen to your décor, presentation materials or promotional items?
- What could happen to YOU that could make your day miserable and take you away from your role as the host?
Suggestions for basic items for guests include…
- Pens, pencils & Sharpies®
- Post-it® notes
- Bandages & Ace™ bandage
- Tissues
- Small 1st aid kit (ibuprofen, antacids, aspirin)
- Hand Sanitizer (good promotional marketing gift idea)
- Small travel sewing kit
- Tide® stick or Shout® wipes
- Extra business cards w/ your cell listed, along with other phone numbers; local taxi, closest hospital, and the hotel if applicable (good to include in participant hand out materials, possibly print this information on the back of presentation folders already being printed)
- Baby wipes, Windex® wipes
- Feminine hygiene products
- Universal phone charger
I also add to my kit…
- USB Flash drivesw/copy of power point presentations, handouts, guest information, badges, name tents, directional signs, contracts….aka EVERYTHING
- Contact information for the facility and any vendors utilized
- List with all attendees and their travel arrangements/emergency contacts/food allergies (especially if you helped to organize this for them)
- Extra hard copies of any handouts/meeting materials
- Biography on each presenter so you are prepared to introduce them properly
- Extra name badges/lanyards
- Note pads/pens/highlighters
- Whiteout
- Tape measure
- Duct tape
- Stapler/staples/remover
- Double-sided tape, Scotch® & masking tape
- Flashlight/batteries
- Scissors
- Stick pins/thumb tacks & paper/binder clips
- Adhesive hooks
- WD-40®, Goo Gone®
- Power strip
- Garbage bags
- Twist/Zip Ties
- Laptop and Charger
- Remote mouse/batteries
If something should happen to you, for instance you feel ill or you can’t sleep, that can make a long day very difficult. When you are an event coordinator or meeting planner you need to be “on” and feeling great, looking good and ready to go! These items are ideas for you in case of an emergency…
- Cell phone & charger-no longer an option!
- Ibuprofen, antacids, aspirin
- Extras of any prescriptions you might take
- Travel adapter kit if traveling outside the US
- Gel cushions for your shoes or friction block stick to prevent blisters
- Photo copy of ID as well as your company & personal credit cards
- List of health information and in case of emergency contacts
- Nonperishable snacks
- Deodorant, tooth paste, toothbrush, comb
(Even if you lose your suitcase, you can shower, brush your teeth and comb your hair…the necessities!)
You may want to order some event supplies personalized with your company logo or slogan. If you can hand out a toothbrush or travel sewing kit with your logo, your customer will remember how you saved the 
day for them and think of you each time they use your promotional pen or comb! Useful items like these are a big hit and a great reminder of a fun event. You can email or call Action Business Suppliers @ 800.888.9448, for a quote on all your business supply and custom printing needs!
You will think of other supplies specific to your group of attendees needs, but if one comes to an event prepared, it aids in reducing the stress that most of us will experience at one time or another.
Make it a great event!