How to Stay Organized at Your Event
When you are on-site at your event it can be a challenge to
be organized. You need an office or base to work from. Yet for many events,
that "office" may be in multiple locations. I have developed an "Office in a
Box" that can move easily from location to location. Of course, every event
will have its own unique requirements, but this can serve as a good starting
point.
Here are some suggestions:
- Label everything! Stapler, laptop cord, power
strip, everything.
- Pack box cutters in your checked luggage (not your
carry-on!) You will need them to open your boxes so don't pack them in your
shipped office supplies. I like the flat ones that you can easily slip into
binder pockets. Yes, they're labeled.
- Binders are a great way to stay organized on-site. Gather
the hotel BEO, rooming lists, pick up reports, etc. Just 3-hole punch and put
in a binder. You will have everything at your fingertips.
- Laptops and printers. If the computer needs a password
make sure it is clearly labeled on the computer. Also, be sure you have the
appropriate printer drivers loaded on the computer. It is a good idea to bring
the CD with the printer driver with you on-site in case it needs to be
re-loaded and you don't have Internet access.
- Try to gather your meeting supplies at least 30 days out.
Everything speeds up as you get closer to the event. Get this done early and
out of the way. Good Luck!
Shelley's Office in a Box: (I keep this in a plastic
container ready to go)
Stapler, extra staples, staple remover
Scotch
tape and dispenser, extra tape
Rubber bands Several boxes of paper clips
Assorted sizes of binder clips
Scissors
Push pins
Liquid
paper (white out)
3 hole punch
Assorted markers (fine point, large
point, black & red)
Supply of highlighters
Digital kitchen timer
Box cutters (I like the small flat ones. Just make sure you don't try to
fly with them)
Roll of raffle tickets (you never know when you will need
them)
Extra binders (for BEO, forms collected on-site, etc.)
Business
card holder sheet (holds biz cards, room keys, etc.)
2 sided tape Duct
tape
Acrylic sign holders (81/2 x 11)
Small tool kit: screwdriver
with assorted blades, small box of screws, utility knife
Small first aid
kit
Hand wipes
Laptops (w/ power cord)
Printer with extra ink
cartridge (and printer driver)
Extension cords, power strip
Memory
stick (Make sure all are labeled with your company name)
Paper Supplies:
Event/Company letterhead and
envelopes
Thank you cards (to write on-site)
Printer paper (regular
and 3 hole punched)
Colored paper and card stock
Supply of #10 and
large envelopes
Several legal pads
Supply of sheet protectors
Paper cutter
Manila folders
Vertical folder tray-I like the plastic
one by Staples
Packing tape
Shipping labels
Blank white address
labels
Blank name tent stock
Registration Supplies:
Badge Stock (20% more
than anticipated)
Badge Holders
Blank Badge Stock (to be used in a
pinch)
Ribbons (President/Staff, etc.)
Receipts
On-site
Registration Forms (also PDF to make more copies)
Shelley E. Griffin, CMM, is the founder and president
of Griffin Conference Group, which provides comprehensive meeting and
conference planning services. Shelley is a respected industry leader with over
twenty years experience. For more helpful tips, please visit our web site at
www.griffinconferencegroup.com.
