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Tech Tuesday: A Survival Kit For Event Planners On The Go

Kaitlyn Tatulli |

survival_kitWhether event planners are hosting conferences, meeting with clients, or conducting venue walk-throughs, we know you are always on-the-go. To help you maintain your sanity, check out this curated list of planner essentials to keep in your survival kit for when your onsite at an event.



To Keep You Connected

4G/LTE Wifi Hotspot Device: Wifi at conferences, hotels, and airports can be spotty and slow. A 4G/LTE hotspot device will guarantee that you’ll always have a WiFi signal to answer important emails, make edits to your event website and more.

Power Strip and/or Extension Cord: Technology has become interwoven and integral to events. Whether it’s you, your team, or a sponsor that needs some juice for their devices or are having trouble finding and outlet, having power strips or extension cords will always come in handy.

Portable Charging Device: Smartphones and tablets are probably some of your go-to tools. That’s why your devices dying at an inconvenient time can be a nightmare. To assure this doesn’t happen, you should always have a portable charging device or powerpack with you. Never worry about running out of juice again!

To Help With The Logistics

Folding Dolly: Instead of carrying heavy bags, stuffed with event supplies, let a dolly do the heavy lifting. Just make sure you pick up a folding or collapsible one, so you can bring the dolly with you on-the-go.

Parking Passes or Uber: Parking at large events or conferences can be a nightmare. To protect yourself and your guests from the parking frustration, try to buy parking passes ahead of time. If the venue doesn’t offer parking passes and the parking isn’t free, use Uber as an alternative.

Digital Pens: Digital pens, like Moleskine’s Smart Writing System, convert your written handwriting to digital data. All your notes, venue sketches, and doodles will automatically be saved to your laptop or mobile device. You just have to write with the pen and your notes will never be lost.

 To Keep You Organized

Google Assistant: Ever wish you had another “you” to help you plan? Now using the Google Assistant, available for Android and iOS devices, you can. The Google Assistant helps you manage tasks, set reminder, create shortcuts, send texts, get information about destinations or venues, and more. There are so many reasons why the Google Assistant will become your new event planning sidekick.

Dropbox: Dropbox is an easy way to share hundreds of documents and files with your collogues on-the-go. You can download Dropbox to your phone and configure it to automatically sync your photos to the cloud. Any files uploaded to Dropbox will be synched between your computer, tablet and phone, so you can access the materials anywhere. This tool is a super easy way to access hundreds of files all on your mobile device.

Slack: Slack is a communication service that allows you to connect with your entire team or company on-the-go. Not only can you use Slack to communicate with your team, you can also use the platform to communicate with your event’s speakers, sponsors, and VIP attendees. We love this product so much, that we use it in our offices.

To Keep You Prepared

Portable Projector: Portable projectors are important for you to carry around. These handheld devices can substitute the venue’s projector if something goes wrong or can be used to project something off your phone, tablet, or computer.

Portable Scanner: A portable scanner is a useful tool to carry in your event planning survival kit. Not only is a scanner useful during events for collecting attendee information, you can use the scanner while conducting venue inspections, looking at floor maps, or filling out contracts. The portable scanner secures the important information for need. 

To Fuel You

Travel Beverage Cup: Depending on which planner you ask, coffee or water may be their essential drink of choice during an event. So having a heavy duty travel mug or bottle will help you stay hydrated throughout the day. There are many travel mugs or bottles out there, but finding one keeps your drink hot or cold can be difficult. We tested some out for you and found the Swell to be the best.

Protein Bars: Sometimes on-the-go you may not have time to eat a full meal. But keeping your energy up is important since you need to maintain productivity. Instead of snacking or not eating at all, you can stash a few protein bars in your bag as they can be a much healthier alternative. Some of our favorites are Quest and No Cow. 

To Prepare You For The Worst

An Emergency Kit: While technology and tools may help you with the big stuff, emergency kits are essential for you to carry during your event, as you never know what you might need. Here are our emergency kit essentials.

  1. Scissors
  2. Pens
  3. Pencils
  4. Tape/thumbtacks
  5. Measuring tape
  6. Notebook/Post-its
  7. First aid kit
  8. Tide to Go pen
  9. Ibuprofen
  10. Printed master list

What do you think of our survival kit? Do you think it will help you? Are any of these items in your survival kit? Let us know by commenting below.

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This Post was Written by Kaitlyn Tatulli

Kaitlyn Tatulli is a graduate from Fairfield University with majors in Digital Journalism and Psychology and minors in Women, Gender, and Sexuality Studies and Computer Science. Currently, she is receiving her MFA from Fairfield University. Kaitlyn...

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