If you are new to events management, or even if all of your events have been flawless – things can go wrong. The problems when “things go wrong” at an event, is that you are limited by time with a schedule to maintain and limited by place if you are holding your event at a hotel or conference centre.
That’s why I insist on packing an event Go Box for all the events we manage at Treat. It's a simple and effective approach to reduce stress and increase the effectiveness of your event team. So, what goes in the box?
Stationery
It’s helpful to pack a few sheets of A4, a notepad, highlighters, dry erase markers and pens in case you need to take down notes or details in your conference booth and you don’t have anything handy. Turning over one of your printed leaflets to jot down someone’s contact details just devalues the whole experience. Make sure to include binder clips, tape, and scissors as well. You can never go wrong with a few sturdy rubber bands to keep things together, and for packing up to go home!
A/V Equipment
Chargers, adapters, and even webcams or Bluetooth speakers can help you in a pinch. Remember to pack Android and Apple adapters of every stripe – you never know when someone will be desperate to charge their phone and YOU will save the day! It’s also helpful to have a laser pointer or other presentation equipment in the case of a breakdown or if someone forgets to bring theirs along.
Sweets!
Always a crowd pleaser, a simple sleeve of biscuits or a pack of mints or gum can help the most battle-weary conference organisers power through another hour working on the stand, or to help them freshen up after their ninth coffee catch up of the day. Consider bringing some donuts to your audio/visual team or liaison team at the conference site on Day 1 to get your relationship off to a great start.
First Aid
You never know when a headache or poorly tummy will strike, so it’s a good idea to pack a few ibuprofen (Advil), Nurofen), paracetamol (Tylenol, Panadol), and some antacid or heartburn chews. Don’t forget the bandages (plasters) and think about including some fresh blister cushions for people on their feet all day.
Safety first
Of course, for the foreseeable future, the risk of Covid will be present at in-person events. Make sure you bring anti-bac gel and wipes for backstage and customer-facing areas. It’s also a good idea to pack a few additional face masks in case they are needed by your colleagues.
All these items can fit into a large shoe or boot box and just sit behind the scenes of your conference stand. It’s important to tell your colleagues that it’s there for them, for their comfort, for their emergencies and to please make use of it.
Preparation is central to a successful event – and sometimes, the simplest approach works the best. Take the stress out of running your events - wiith your event Go Box, you and your team will be ready for anything!
If you are looking for a digital marketing agency to help you with your webinars, hybrids, and in-person events, please contact us at hello@treattorbay.co.uk or ring us at 07513 472371.