The Nine Must-Have Tools Every Event Planner Should Use

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There are an incredible number of tools that you will need as an event planner and manager. To be quite honest, a full list can be very daunting, especially if you are trying to make a handy go-kit. This is why the list here is going to be a list of the tried and true, absolutely must-haves that you can't even think of an event without. Let’s dig in!

One: Notes

This may seem as simple as it can be with tools, but notes are going to be your go-to when it comes to assessment and making sure you can go to bed at night. When you are planning an event, having dedicated notes on your phone or a dedicated notebook (the small flippable ones work best) can be the difference between staying awake all night and getting some sleep. Notes, while they can get disorganized, are the best way to track what you are thinking. If you review them regularly while going through the event process, it can help you remember the smallest detail.

Two: Communication

Normally, we rely on text or email for communication when it comes to business. Not so with event management tools! From Slack to WhatsApp, you need to have communication with your entire team at all times. You never know when something is going to change with your event, and the entire team needs to know. Plus, this keeps your phone from becoming crowded with group chats and helps keep people organized. This is an absolutely necessary tool that you cannot skip. Another form of communication that works especially when you have the budget is walkie-talkies. Quick, effective, in-ear pieces most of the time, and immediate communication.

Three: Shared Documents

This can be through an event management system; however, a quick tip is to use Google. The sharing capabilities are endless, and you can also make sure that you have the shared files on your phone with their extensive application connectivity. The reason that you want shared documents across your team is so that you aren’t the only person checking all of the details. Plus, this affords better connectivity and stronger delegation with your team. 

Four: Online Resources

This is a very broad statement because there are countless online tools to use for event management. There are so many new tools that come out every month, let alone every year. To help with this extremely long list, here’s a great blog post to check out that talks about some of the top ten event planning tools to bookmark!

Five: First Aid Kits

Now this may seem strange, but if you want to have tools that you are definitely going to need, get some dollar store first aid kits to distribute among your team. You’d be surprised how many ways someone can accidentally hurt themselves. From the smallest papercut to missing a fingertip (yes, this has happened!), you will always need a first aid kit as fast as possible!

Six: Scissors and Tape

Just to be safe, grab a pair of the craft scissors for kids: they work just as well for most of what you will need them for. Always have a pair of scissors available. You never know when a flower head needs to be trimmed, a thread needs to be cut, or new products from the advertising team show up all of a sudden. The second half of that duo is tape: tape down place cards, tape down string, tape balloons, tape instructions, tape everything!

Seven: 3M Sticky Notes

This is very specific because while cheaper sticky notes are great, especially if they are being used en masse, going through an event needs a sticky that will really stick. This isn’t for your whiteboard organization; this is to leave notes on tables, leave notes to your team, and make said notes prominent enough that they will easily see them.

Eight: Rolling Carts/Wagons

In all the years of event planning around the world, there are the unsung heroes that we all love and appreciate: rolling carts. Better yet, see if you can get the cloth or plastic wagons! These can be used across departments. You can plan your event in the wagon itself for a smaller event and just use that to haul everything where it needs to go. 

Nine: Mini Snacks

This is more so for your team because part of running an event is making sure that your team is well-taken care of. Watch your team carefully and make sure that they have water, especially with outdoor events. Then, you also want to carry or at least have a box of mini granola bars for a quick sugar boost. This helps everyone keep their sugars up, energy up, and attitude forward-facing.

Last Minute Suggestion

With all types of events, something that you may want to keep on hand is your business card. While not everyone will ask or even know who you are, it is best to have that extra tidbit ready to hand out. Now get out there and start running that event!

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