You Need a Packing List!

When you put all your effort and time into planning the perfect event for your attendees, the last thing you want is to be derailed by forgetting an important item. A live event has many moving parts and we want to ensure that all those parts – and the tasks associated with them – happen smoothly and seamlessly.

From guest arrival through the program, meals and ultimately how they feel upon departure, these will all make a lasting impression on each person in attendance. So be sure to set yourself – and your team – up for success by creating packing lists to ensure you have everything you need at hand exactly WHEN you need it.

The best way to accomplish this is to create a packing list – or several packing lists – to ensure all your bases are covered. This maximizes your time at the event because missed or forgotten items lead to compromises or wasted time spent retrieving or sourcing those items – anything from paperclips to pens to nametags or even guest takeaways.

Ensure you have everything you need by following these steps:

1. Review every step of your day from move in to the venue to packing up to leave.

2. During your review, brainstorm each and every item you might need for each activity – everything from registration (guest list, pens, badges, etc) to anything you are giving to your guests (handouts, pens, notepads, etc) and anything else you can think of. Basic office supplies? Don’t worry about duplicates – this is just your first pass through. List anything and everything you can think of.

3. Consider the following additional categories: décor, signage, sponsor benefit fulfillment, volunteers, registration, displays, guest takeaways, additional marketing opportunities or programs you’d like to promote and sell.

4. Develop your final packing list at least a week before the event and review with your team to ensure nothing is forgotten.

5. Once all the items for your event have been collected, have someone else review and check things off.

PRO TIP: If you are going to hold regular or recurring events, keep a box of the basics (pens, paper, tape, scissors, paperclips, staplers, etc) to bring along to every event.

Preparation leads to perfection – both for your team and for your guests.

Kelly Snider is an event professional dedicated to helping you make your event the best it can be! For information on coaching, consulting or our event courses for entrepreneurs, join our mailing list today or email reflectmanagement@gmail.com