Every event planner knows that feeling when something goes wrong. Maybe it’s a torn tablecloth 20 minutes before guests arrive, or a power cable that’s suddenly creating a tripping hazard. After years in the industry planning everything from intimate weddings to corporate galas, successful event planners know that success often comes down to what’s in their emergency kit.
Here are the must-haves that save countless events from disaster:
Multi-Tool & Basic Tools
You don’t need a full hardware store, but a good multi-tool and basic screwdriver set will solve 90% of setup problems. Any event planner can tell you stories of fixing wobbly tables or tightening loose equipment minutes before an event. Pack a small set of pliers and wire cutters too – they’re lifesavers when dealing with floral arrangements or fixing audio equipment. That multi-tool might seem bulky, but you’ll appreciate it when adjusting a loose microphone stand two minutes before the keynote speaker takes the stage.
Gaffer Tape & Adhesives
If there’s one item that’s worth its weight in gold, it’s gaffer tape. Unlike duct tape, it doesn’t leave residue, and it’s strong enough to secure cables to the floor or hold up falling decorations. Pro tip: Get the black kind – it blends in with most venues and looks more professional than silver duct tape. Throw in some clear double-sided tape too; it’s perfect for last-minute signage fixes. Many outdoor weddings have been saved when the wind started taking down paper lanterns – gaffer tape keeps everything exactly where it belongs all night long.
Battery Bank & Charging Cables
Nothing’s worse than your tablet dying right when you need to check the timeline. Pack a 20,000mAh power bank and every type of charging cable imaginable. Yes, even those weird ones that only one vendor seems to use. You’ll be everyone’s hero when phones start dying midway through the event. Ask any photographer about the time their battery died during family photos – a power bank keeps the session going without missing a beat.
Safety Pins & Sewing Kit
Wedding dress emergencies? Check. Torn tablecloths? Got it covered. A basic sewing kit with safety pins saves more outfits than you can count. You don’t need to be a master tailor – just pack different sized pins, black and white thread, and basic scissors. Pro tip: Add some fashion tape and a few common button sizes to your kit. Buttons have a habit of popping off at the worst possible moments.
First Aid Supplies
This isn’t just about Band-Aids (though pack those too). Think: pain relievers, antacids, blister pads, and those instant ice packs. Veteran planners learn this lesson quickly when a groomsman gets a killer headache right before ceremony photos. That small bottle of Advil can make you look like a miracle worker. Add some moleskin for shoe blisters – your dancing guests will thank you later.
Stain Removal Supplies
Red wine on a white tablecloth? It happens more often than you’d think. Pack Shout wipes, a Tide pen, and baby powder (works wonders on grease stains). Sometimes the difference between a crisis and a quick fix is having the right cleaning supplies within arm’s reach. Many ceremonies have been saved when a makeup smudge gets on a dress – quick action with the right products means picture-perfect walks down the aisle.
Backup Lighting
Venues can get surprisingly dark in spots you need to work in. Pack a good flashlight, some battery-operated LED lights, and those tap lights you can stick anywhere. They’re perfect for lighting up dark corners or creating impromptu accent lighting when you need it. These simple tools can illuminate outdoor paths when venue lights unexpectedly fail and create magical ambiance in otherwise forgotten corners.
Communication Backup
Your phone might die, or the venue might have spotty service. Keep a pair of charged walkie-talkies and a printed contact list of all your vendors. Old school? Maybe. But it works when everything else fails. Mountain venues are notorious for poor cell service – walkie-talkies keep the whole event running smoothly.
Weather Protection
Mother Nature loves to crash parties. A few compact umbrellas, clear plastic sheeting, and some self-warming hand packs can save an outdoor event. Smart planners turn potential disasters into minor inconveniences just by being prepared for surprise weather changes. Those clear ponchos take up almost no space but can save an outdoor photoshoot when surprise rain hits.
Document Portfolio
Keep hard copies of everything: contracts, floor plans, timelines, and vendor details. Yes, everything’s on your phone, but a dead battery shouldn’t stop your event. Plus, it’s way faster to glance at a printed timeline than scroll through your phone. Organize them in clear plastic sleeves – they stay pristine even in chaos.
Pro tip for storing all this: Get a rolling tool box with compartments. Keep it organized and check it monthly to replace anything that’s running low. Store it in your car’s trunk – it’s always ready to go.
The best event planners handle problems so smoothly that no one realizes there was one in the first place. A well-stocked emergency kit makes that possible.
What’s in your emergency kit? Drop a comment below with your must-have items!