10 Essential Items Needed for Event Planning

An event planner will need several key items to pull off the event of their dreams. These are materials, items, and resources that you can’t live without when executing your event plan. Regardless of anything unexpected, preparation will help you throw a flourishing event. If you set yourself up for success, you are more likely to achieve it.

The best events begin with the right materials. Here are ten essential items needed for event planning to include in your upcoming showcase:

1. Checklists

One item you will hold close is your checklists in planning an event. You can include several checklists, from budgetary lists to scheduling, procurement, and more. This is a sort of pre-planning guide to ensure you are concentrated on the necessary tasks at any given moment before, during, and after your event.

2. Focal Point

Every event has a focal point. It could be a front stage, a decor centrepiece, how a room is designed and decorated, a head table, an arrangement of executive event furniture, or something else. Deciding the layout of your events space is important to fill it with what’s needed for the focal point and decorating the area.

3. Coordination

An item you might include in your events planning is a way to communicate with others, i.e. headsets, walky-talkies, and similar items. There is regular communication between numerous stakeholders, team leads, and other people carrying out the day’s tasks throughout an event. Decide on the most convenient way to do that, using the items available to you.

4. Event Tables & Chairs

When you organize an event, you can’t have enough chairs, and it doesn’t hurt to have a few tables included in this setup. At some point, people are going to want to sit down. A collection of folding chairs can be easily stored, taken out, and don’t take up too much space.

Keep in mind that you want it to be quick to tear down and relatively easy to install when planning your event furniture setup. This way, there’s no confusion, and untrained volunteers are capable of aiding you with the setup and teardown. If you need more tables and chairs, consider using event furniture rental services for help.

5. Event Electronics

Events generally have a long list of electronics that are needed. These can be as simple as extension cords and cables to PA systems, audio setups, video, projectors, lighting, and similar audio-visual electronics. Most of these can be rented, similar to arranging furniture rentals. This is all something that needs to be calculated very early on and incorporated into an event’s budget planning.

6. Events Branding

When people arrive at your event, you want them to know instantly that they are in the right location. A part of this is branding in decor and design. Have the title of your event front and center. Find the right colour palette to decorate your event with. There are many inexpensive materials and items you can use to brand your event, creating a whole new environment no matter what the venue is.

7. Sponsors’ Branding

More items to consider, as it relates to décor and branding, are sponsorships and vendor branding. Many events have supporting brands that request or want their branding to be included somewhere in the event. Finding how to do this ranges from the allowance of booths to simple banners and decor-based approaches to branding. Talk to your vendors and supporters to see what is acceptable and possible.

8. Location-Covering Decor

The venue or location you choose to host your event may not already have the atmosphere you want. No worries whatsoever! The decor is easy to fill in, encompassing items from the floor to the ceiling. A creative event planner can get fairly inventive with the style of a venue. It doesn’t need to be particularly elaborate, either. With creativity on your side, you can ‘flip’ any location into the event of your dreams.

9. Basic Tool Kit

When you are setting up décor and the like, it doesn’t hurt to have a basic tool kit on site. This isn’t your traditional tool kit, as you aren’t building anything. You want things like a tape measure, hammer, pliers, utility knives, a level, and lots and lots of tape and tacks. These items can be purchased from any discount store or hardware store. Depending on your setup for the event, all of these tools can come in handy when making quick repairs and encountering unexpected events.

10. Emergency Kit

You never know when an emergency might necessitate a First Aid kit. Have a few included on the premises of your event. Know where the kits are and what’s included. Have a definitive plan on how to navigate health emergencies and similar events. Common emergency kit necessities include bandages and gauze pads, adhesive tape, antiseptic wipes, antibiotic ointment, and other key items. Hopefully, you won’t need to use it, but if you do, the emergency kit is ready to go, and you already have a plan that you can activate.