The Wedding Planner Emergency Kit

The Wedding Planner Emergency Kit
July 14, 2020

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.

Photo courtesy BE Studios

Kit

Zuca Pro Artist Case with Travel Cover

Zuca Utility Pouches

Pro Tip: Serendipity Events has come to love our Zuca bag. Used by many hair and makeup stylists in our industry, it’s the perfect kit on wheels, has customizable compartments, and doubles as a chair if you happen to get a moment to sit!

Photo courtesy BE Studios

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)

Pencils

Highlighters

Sticky Notes

Chalk/Paint Pens

Sharpies

Business Cards

Ruler

Notepad

Clipboard

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.)

Photo courtesy BE Studios

Tools

Exacto Knife

Lighter

Matches

Screw Driver Set

Flashlight

Batteries

Wire Cutters

S-hooks

Regular Scissors

Fabric Scissors

Single Hole Punch

Bottle Opener

Hammer

Nails

Screws

T Pins

Pearl Top Pins

Safety Pins

Sewing Kit

Zip Ties

Fishing Wire

Rubber Bands

Floral Wire

Photo courtesy BE Studios

Adhesive

Command Strips

Command Hooks (various sizes)

Hot Glue Gun

Hot Glue Sticks

Stick-Um Candle Adhesive

Glue Sticks

Spray Adhesive

Scotch Tape

Double Sided Tape

Krazy Glue

Glue Dots

Glue Pen

Photo courtesy BE Studios

Personal Care (Items to be replaced if used.)

Hair Brush

Hair Comb

Bobby Pins

Hair Ties

Hair Spray

Static Guard

Nail Clippers

Nail File

Clear Nail Polish

Floss

Toothbrush

Toothpaste

Tampons

Eyelash Glue

Compact Mirror

Tweezers

Makeup Remover Wipes

Deodorant 

Photo courtesy BE Studios

First Aid

Sunscreen

Band-Aids

Tylenol

Lotion

Hand Sanitizer

Hydrocortisone

Neosporin

Baby Wipes

Gauze Strips

Photo courtesy BE Studios

Details

Flatlay | Stylist Kit

White Ribbon

Twine

Misc. Items

Shoelaces 

Men’s Socks

Black Tie

Large Black Umbrella


 

Want to see more from Laura? Check out her website serendipityeventdesign.com


 

Hero photo courtesy BE Studios

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About the Author

Laura Schwandt
Laura Schwandt
Founder, Serendipity Events
I love a good celebration and have spent my life finding reasons to fancy up a tablescape or host a party. I have my BA in Communication and my MA in Communication and Leadership with a certificate in meeting and event planning. I've been planning special events for 13 years and love what I do! When I'm not planning you can find me spending time with my husband, our 19-month-old daughter, and our Shiba Inu pup, Kaya!