Have you ever wondered what is in everyone’s bags for a great conference? We have asked experienced event planners to share what they always have in their conference kits. From must–have gadgets to last-minute fix essentials, here’s what keeps them on top of their game.
A Super Detailed Run Sheet
A well- structured run sheet is the single source of truth of any event. This document ensures everyone is aligned, providing all necessary information for smooth execution. But don’t assume everyone will read it beforehand- be ready to answer questions on-site!
Mindset of an Event Planner
- Conversation: Engaging in meaningful dialogue with attendees through icebreakers or fun discussions.
- Curiosity: Making the most of the experience by learning, asking thoughtful questions, and actively engaging.
- Support: Offering assistance, whether through sharing information, providing ideas, or simply being a friendly presence.
Tech Gadgets & Apps
Some essential tools include:
- Slido – for audience Questions and Answers
- WhatsApp or MS Teams – for team communications and event coordination and updates
- Notes app – for to-do lists and quick reminders
- Calendar apps – to track meetings and event schedules
- Phone & portable charger – essential for staying powered up throughout the event
The “just-in-case” kit for last-minute fixes
Events come with unexpected hiccups, a well stocked kit can be a lifesaver:
- Strong tape, Velcro, scissors, cable ties
- Spare remote clicker, batteries, backup laptop
- A solid relationship with the tech team – they can help solve any last-minute tech issues
Additional essentials:
- Power bank
- Earbuds/headphones
- Mints or gum
- Pens, tissues, wipes
- First aid kit
- Panadol
Staying Comfortable During Long Event Days
Event Planners can walk up to 20,000 steps a day, so comfort is crucial! Essentials include:
- Comfy shoes – non-negotiable for long hors on your feet
- Layered clothing – temperatures fluctuate, so a light jacket or sweater is a must
- Water Bottle – Hydration is key
- Healthy snacks – quick energy boost when there’s no time for a full meal
- Hydrolyte
Event planning tips
- Keep Calm – most mishaps can resolved, and if they can’t adapt and move forward.
- Master checklist – breakdown tasks into categories (eg. “tech setup,” “ essentials,” “Venue setup”)
- Prioritize – differentiate between must-haves
- Backup plans – Be prepared for tech failures, bad weather, or last -minute changes.
- Packing strategy – group similar items into clear labeled pouches for quick access. Even label each cable cord.
- First-day kit – pack a small bag with essentials (ID, Business cards, phone, power bank)
Must have for first-time event planners
If there is one item every first-time event planner needs, it’s a super detailed run sheet. This document dictates the event flow, ensuring everyone stays on the same page.
A master event planner binder ( or digital equivalent) can be a game changer. It should include:
- Event timeline
- Guest list & RSVP tracker
- Contact lists
- Emergency procedures
- Venue Maps
- Session agendas
Event planning is all about preparation, adaptability, and staying organized. Whether it’s a backup charger, cable tie, or a well-prepared team, having the right tools in your kit ensures a smooth and successful event.
It’s not just what’s in your kit that can make a conference day, it’s the destination and venue as well. Here are BEV’s top picks for big conferences.
Here are some of BEV's venue choices:
Quality Hotel Wangaratta Gateway is a 4.5-star hotel in Victoria’s High Country, offering 77 suites, five self-contained apartments, and extensive conference facilities with seven meeting rooms accommodating up to 450 guests. Amenities include a heated outdoor pool, spa, gym, e-bike hire, and an on-site restaurant and bar.
Mornington Racecourse, located approximately one hour from Melbourne CBD, is a versatile events venue set on 68 hectares of manicured lawns and cypress trees. It offers nine function rooms accommodating up to 900 guests, including the Peninsula Room with panoramic views and flexible configurations, and the Gunnamatta and Silverbounty Rooms suitable for various event types. The venue also features extensive outdoor spaces for large-scale events. In-house catering services provide customizable food and beverage packages.
Silverwater Resort, located in San Remo overlooking Phillip Island, is a 4.5-star conference and holiday destination approximately 80 minutes from Melbourne. The resort offers six function rooms accommodating up to 500 delegates, featuring modern AV equipment and flexible layouts. Accommodation includes 150 rooms, ranging from Resort Rooms to One-Bedroom Apartments.
Holiday Inn & Suites Geelong, located in Geelong’s CBD, offers 180 rooms, including Standard King Rooms and King Standard Bay View Rooms. The hotel features three meeting rooms—Verdi, Tycho, and Alberto—with capacities ranging from 8 to 100 guests. Amenities include fast Wi-Fi, “Grab & Go” options, E-parking, a media lounge, pool, gym, and the MAESTRO restaurant.
Nagambie Lakes Function Centre, located within Discovery Parks – Nagambie Lakes, is a modern event facility approximately 1 hour and 20 minutes north of Melbourne’s CBD. It accommodates up to 150 guests for conferences, weddings, and special events, offering integrated AV solutions and on-site catering. The venue provides 57 accommodation rooms, including Superior and Deluxe options. Additionally, the Goulburn Explorer, a 12-meter cruiser with a fully equipped bar and viewing decks, is available for unique event experiences on the Goulburn River. options, E-parking, a media lounge, pool, gym, and the MAESTRO restaurant.
