As a professional wedding planner we're expected to know it all and be ready for anything! Whether our clients have purchased a full service package or hired us to wrap up their final details, come event day, we're the wedding experts and it's our responsibility to be the professional “know-it-alls.”
While we can’t control the weather, or the traffic, or a power outage, we can control how we'll respond to the unexpected. One of our top priorities at Serendipity Events is to mentally prepare for all the “what-ifs” before stepping on site. What if a vendor doesn’t show up? What if the cake falls? What if the power does go out? Okay, so these are big issues, and yes we think about them all! And these big issues take big brain power, bigger chunks of the timeline, and a significant amount of focus on a day that's naturally going to be a hustle and bustle environment.
But what about the smaller issues? What about the things that need a quick fix, a moment of attention, or a literal band-aid? With what seems like a million things going on throughout any given event day, the small little hiccups or unexpected needs must be considered and prepared for when walking on site.
So how do we prepare? You may've guessed it, we have our kits! Whether you call it your “Event Kit,” “Emergency Kit,” or “Day-of Kit,” if you're a professional planner, chances are you have it, you're obsessed with it, and you insure it! Why? Because it’s our lifeline. Ten years of professionally planning and we're still adding goodies to it. As a team, we've perfected it and the more we use it, the more we love it!
If you’re new to the idea of having an event kit, or are ready to revamp what you’ve got, we’ve got some tips on taking your preparedness to a whole new level.
A few things to consider:
- Weight. The more you add, the heavier the bag. The vessel that holds all your tools is going to be on the move with you constantly. Not only from venue to venue, but up hills, on dirt, in and out of ballrooms, and will need to be lifted in and out of your car. If it’s not easy to carry, you’ll be less likely to have it by your side all day long (where it belongs).
- Accessibility. You have one minute until grand entrance and the brides bustle breaks. You need a safety pin and you need it fast! Make sure the tools in your kit are easy to access and organized in a way that make sense to you.
- Restocking. Find items that you love and trust and buy in bulk. Have a back stock somewhere in your office so you can replenish at the end of each event. Event seasons can get busy and likely you won’t have time to reorder things. Don’t go for the most expensive pens or the name brand items, things will disappear—restocking is inevitable!
- It all pertains to you! Think beyond your scope of work when stocking your kit. Yes, pens, post-its, and band-aids are a given, but think of the vendors you come in contact with and the things that could truly save the day for them and make you the hero! I can’t tell you how many times my hammer and nails have come in handy on event day. It initially was a “just in case” item and now it's become a huge staple in our kit!
Ready for the checklist? Below is a list of the contents of the Serendipity Events Event Kit. With years of gathering, learning, and growing, our list is long, but we're prepared! We’re ready for all the little things that may arise, which keeps us confident and focused on the bigger picture of the day.
Zuca Pro Artist Case with Travel Cover
Zuca Utility Pouches
Business | Office Supplies
Pens (for personal use)
Fancy Pens (nicer pens to use as backup in case pens are not supplied for a guest book)
Paper Copy of Timelines & Day-Of Paperwork (Even if you have an electronic copy!)
Universal Charger Kit
iPad Charger (We carry an iPad with an electronic version of all event documents.)
Screw Driver Set
Single Hole Punch
Pearl Top Pins
Command Hooks (various sizes)
Hot Glue Gun
Hot Glue Sticks
Stick-Um Candle Adhesive
Double Sided Tape
Personal Care (Items to be replaced if used.)
Clear Nail Polish
Makeup Remover Wipes
Flatlay | Stylist Kit
Large Black Umbrella
Want to see more from Laura? Check out her website serendipityeventdesign.com!
Hero photo courtesy BE Studios