Being prepared for your event

11 March 2020


Do not go onsite without these things

Planning an event can be a whirlwind. With all of the steps and strategy that are involved, by the time your event actually rolls around you’re bound to be exhausted. Don’t let that stop you from ensuring that the process goes smoothly when it’s show time. Make sure that your stress levels don’t go through the roof by being prepared for whatever might be thrown at you, letting you enjoy the event you’ve spent so much time preparing for. Read on for the top ten things to bring with you to be prepared for even the most unexpected circumstances on the big day.

Top ten things to bring to your event

Although CMS Australasia will help take care of your event from start to finish, you’ll want to have some of your own materials for preparations on the day of. Instead of running around like crazy when something unexpected happens, use this list as a starting point for what to always bring with you on event day.

1. Extra writing utensils

You never know when you’ll have to write something down, label an object or make a name tag. With all of the different possibilities of needs for writing utensils, it’s helpful to bring a few different types.

  • Pens
  • Permanent markers
  • Dry erase markers
  • Pencils
2. Rubber door stoppers

Having a tool to keep doors propped open can come in handy more than you’d think. You might want to keep a door open on a hot day, for moving in large materials or even if a lot of people are going in and out. This small item can save a lot of trouble when it comes to moving and prepping for an event.

3. Scissors and various types of tape

Scissors can be helpful in almost any type of situation. From something as minor as taking off a tag on your new shirt that you forgot to clip, to a huge need like cutting a ribbon at a ceremony, having an extra pair of scissors with you could be a lifesaver. Along with that, keeping some extra tape around is never a bad idea. You should bring a few contrasting types of tape, as different kinds can be used for various purposes, such as painter’s tape, duct tape, or electrical tape.

4. Batteries

Having different types of batteries is another useful thing to bring along on event day. Perhaps you need to power up something small like a remote control, or something larger such as a camera. Be prepared with various battery types and sizes.

5. Extra paper/notebooks/clipboards

Always bring extra paper and/or notebooks with you, to write down notes or to-do lists for last-minute preparation. It can be difficult writing things down on paper when there are no hard or flat surfaces available – which brings us to the next tip. Take along some extra clipboards to the venue, so you can use your paper for volunteer check-ins or taking notes.

6. Extension cords

While CMS will take care of the main event equipment and electrical needs, you might want to have some extra extension cords for some of your personal needs. You never know what you’ll need to plug in or move across the room last-minute, so having the capability and flexibility to switch things up will be something you’ll be very thankful for. Don’t forget that anything with a 240 volt plug needs to be tested and tagged!

7. Pre-made laminated signs

You’ll want to provide some direction to both your guests, staff and entertainers that could be present at your event. Laminating your signs ahead of time keeps them safe from all environments and weather, and also gives off a more professional and clean look. Some examples of sign headings you might want to prepare include:

  • Private room
  • Reserved
  • Do not enter
  • Green room
  • This way
  • Welcome
8. Phone chargers

In this day and age, cell phones are becoming crucial for almost everything. You’ll especially need your phone on the day of your event so you can contact people, get items delivered last minute and even just play music as you’re setting up. Using your phone this frequently (especially if there is poor service inside the venue) could drain your battery, preventing you from getting certain things accomplished. Bring extra phone chargers (if you can, multiple types) for yourself and your team to prevent any freak-outs. And again, make sure they are all tested and tagged.

9. Emergency/first-aid kit

Accidents always happen, so having a first-aid kit handy can be helpful in a multitude of situations. From paper cuts to bruises, having some minor medical staples could make you a hero. Include some basics such as:

  • Band-aids
  • Ice packs
  • Sterile gloves
  • Tweezers
  • Gauze
10. Mini tool box

Keeping a small tool box with you can help you to fix any minor issues that might pop up. A set of screwdrivers, a hammer and some nails or screws should be good to get you started. This will allow for minor fixes that you can quickly mend.

Planning an event? Check out how partnering with CMS Australasia can help make it the experience of a lifetime.