Imagine putting weeks (or months) of hard work into an event. The flowers are delivered, the decorations are hung, and the food is hot. Now imagine, while plugging in your audio, there are not enough outlets! If only you had a power strip or an extension cord. Then, more people show up than RSVP’d, so you’re out of name tags!

One of the most important things an event organizer needs is an emergency toolbox. A box you take to every event with all of the essentials in it to keep the event running smoothly and your sanity levels calm. It is critical to have certain items at hand in case of an unexpected issue or if something breaks. Below are the top tools every event planner needs.

Tools

• Tape measure
• Glue gun
• Hammer
• Flathead and phillips head screwdrivers
• Pliers
• Zipties
• Nails and screws
• Super glue

Office Supplies

• Scissors
• Stapler
• Duct tape
• Pens and pencils
• Rubber bands
• Notepads
• Double sided tape
• Extra nametag supplies
• FedEx envelopes and labels
• Hole punch
• Paper clips
• Post-its
• Safety pins
• Sharpies
• Ruler (also doubles as a straight edge!)
• Extra cardstock
• Label maker

Electronics

• Batteries (AA is common, but have some AAAs, Ds, LR44s, and 9 volts for extra preparedness)
• Extension cords
• Power strip
• Mobile device chargers
• Mobile devices (cell phone, tablet, and laptop)
• USB drives

Health and Cleaning

• First aid kit
• Disinfecting wipes
• Stain stick
• Large and small ziplock baggies
• Paper towels
• Sewing kit

Personal Care- Even though we all get busy during the time surrounding an event, always take care of yourself! Without you on top of your game, the event could suffer.

• Sunscreen
• Reusable water bottle
• Snacks
• Aspirin
• Feminine supplies
• Eyedrops
• Extra contact lenses
• Glasses and glasses case
• Nail clippers and file
• Cough drops
• Mints
• Floss
• Clear nail polish
• Shoe polish

Don’t be afraid to add or remove whatever you feel is necessary! This is a completely fluid list and is not meant to be exhaustive.

Each event is different, so each kit should be different.

Sources:

The knowledge and personal experiences of Jared Morrison

http://eventjuice.co.uk/the-event-managers-survival-kit-checklist/

https://blog.planningpod.com/2014/08/14/43-items-in-event-planners-on-site-event-kits/

How do you decide how to set up a room? Can you use the same table pattern at a conference as you would at a luncheon? When is it better to use a uniform pattern over a creative pattern? Luckily, there are some basic rules of thumb to determine the best answer. Below are examples of various table shapes, their uses, and their benefits.

Banquet

This plan is the most common for networking events, receptions, and other small gatherings. It allows the most important guests a central location to sit, allowing for maximum interaction with them. The most important feature of this setup is leaving enough space between tables and chair for guests to comfortably move around the room. Help with this by offsetting the tables into a honeycomb pattern. More tables will fit in the space with greater ease of access.

Placing the stage or presentation area at the front of the room and food to the side allows for watching the speaker while also being out of the way when getting food. Commonly, a meal will be served before the presentation begins so that guests can eat beforehand or during the speaker’s time. If the guests want seconds or a refill on drinks, however, those tables are best off to the side or in the back of the room.

Classroom

The classroom style is best for use when note taking and laptops will be present. This gives people plenty of space to have their electronics and anything else they may need. Here at Ohio State, we have an abundance of these rooms. However, the setup of the tables are extremely versatile.

The best way to use this setting is during a lecture, presentation, or meeting where food is not served. However, classrooms are so easy to change and are able to become a U-shape, circle, or a hollow square. However you want to use it!

U-Shaped

A U-shaped table setting is best used for meetings and small office parties. Food tables can be placed at the front of the room or off to the sides. A neat feature of this shape is that there is a built in “stage” in the middle of the setting. This can be used to hold party games, presentations, and demos. Also, this allows for everyone to see each other when seated. Perfect for collaboration!

If more seating is needed, people can be placed at the joints of the tables. It is inconvenient to be sitting on a joint, but is doable in a pinch. 

Creative

An important thing to remember is that you are only limited by the size of the room. Let your imagination dictate how tables are arranged! A more creative setting could include a “starburst” pattern. This gives a fun look to the area and promotes teamwork.

“Starburst” settings are ideal for small team meetings and breakout sessions. Think about using this in side rooms off of a main conference room, or for a small party.

If you have any questions, or would like help planning your next event, please contact Jared Morrison.332 or Jessy Woodworth.50.

Sources

This post was made using the knowledge of Jared Morrison and a fellow planning blog, Planning Pod. The link provided gives more examples of various settings and specific measurements of tables.

https://blog.planningpod.com