Event Planner Toolkit – Part 2 of 3: Lists, Documents & Personal Essentials

Last week we shared part one of the Kennedy Events onsite toolkit. In part two we bring you the lists, documents and the personal essentials (including snacks!) we pack up to ensure a smooth-running conference, gala or meeting.

Lists and Documents – We keep a lot of this info on our laptop now, but it’s essential to have printed copies for when tech betrays us, or for when a volunteer or crew member needs a hard copy.

  • Banquet event orders
  • Vendor orders and delivery instructions
  • Cue-to-cue timelines for technical crews
  • Detailed timelines
  • Contact sheets including phone numbers, names and emails for volunteers, vendors, staff, speakers, VIPs, and sponsors
  • Timing cards – Printed cards that read “10 minutes,” “5 minutes,” “2 minutes,” “1 minute,” and “STOP”

Personal Essentials

  • Lint roller
  • Breath mints
  • Mini sewing kit
  • Hem tape
  • Nail polish
  • Lipstick
  • Chapstick or lip gloss
  • Mirror
  • Sunscreen
  • Bandages
  • Dark chocolate
  • Energy bars
  • Water bottle
  • EmergenC

Part three of three coming up next week… our trade secrets revealed! (plus the full toolkit list will be available for download)

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