I travel to events with what can best be described as a “Mary Poppins bag.” People are shocked by the things I have at my fingertips.
We’ve all been there: the urgent fires that pop up onsite at events. It’s part of the reason we work in events- we love the challenge, excitement, and variety that comes with the territory.
Maybe it’s the former stage manager in me, but I LOVE having the right tools to be a problem solver. From the little things I pack in my carry-on to what I stash in my workbox, I put a lot of thought into what I’ll need when I’m stuck in a convention center & don’t want to wait for an Instacart delivery to help me out.
Let’s start with the basics:
Sharpies, pens, highlighters. I have a few felt tip, a few ball point, a few golf pencils, etc.
Scissors and/or box cutter for opening freight
Light office supplies: a few binder clips, rubber bands, a stack of post-its
Tape: packing tape is the most important, but don’t sleep on gaffers tape which is a must for taping down power cables or fixing quick issues
Refillable water bottle- I’d suggest one that you don’t mind losing if it gets misplaced or accidentally tossed
Over-the-counter medicines, such as pain killers, antacids, headaches, Benadryl, Pepto, Mydol, etc. I even bring Vitamin C to combat the first signs of a cold if there’s something going around.
A light first-aid kit. You don’t need much because the venue and event have plans in place for major injuries, but a quick Band-Aid or role of medical tape can save steps for when something little comes up.
Personal care items: lint roller, feminine supplies, contact solution, hand sanitizer, mints, cough drops. If not for you, think of these as tools to be a good neighbor or colleague. Word gets around when you have things like this - you become everyone’s friend if you’re thoughtful with the little things.
A pre-threaded sewing kit- just enough for mending a button or two. If your booth has cloth elements, you might also want to throw in a travel size Downy Wrinkle Refresh or Febreeze in case things get musty in storage or transit.
Assorted device charging cords- think phones, cameras, rechargeable batteries, tablets, headphones, etc.
Here are a few of my favorite things that I use all the time:
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USB Hub
When charging my phone, earbuds, smart watch, battery backup, and more, I am always frustrated with hotel room outlets. I love having a USB hub that can charge multiple things right off my laptop in my hotel room overnight.
This one is great because it also includes an HDMI output, which has saved me before when a back-up method for connecting to a projector is needed.
Duet Display
Not a physical item, but an app that turns an iPad into a second screen, even if you’re running a PC.
Instead of buying a pricey travel monitor, I use my iPad (which is already loaded up with eBooks and movies for travel days) as my extended monitor on the go. It was a one time $9.99 purchase that I’ve gotten a TON of value from, even if it’s just when working at my kitchen table.
Leatherman Knife w/ Screwdriver
I find that plier-style multitools are way bulkier than I need on-site, but a knife + screwdriver is the perfect combo to carry all day during set up.
Mainly used for opening boxes, tightening a screw on a product display case, and other light tasks- a tool like this is slim and lightweight in my pocket.
Avery Printable Large Tent Cards
Whether crediting sponsors, reserving seats, or a last minute change in panelists - having printable tent cards is a great item for making polished, professional changes on the fly.
Thank You Notes
They take up so little space, but they can be so significant in building relationships and creating a positive atmosphere. From thanking venue staff going above and beyond, to team members who save the day, spending a moment writing a heartfelt, personal message can become a core part of team culture.
To be even more agile, you might consider blank cards. Say you find out that it’s someone’s birthday, it’s really easy to pass around a card for everyone to sign and add well wishes.
Lubricant Eye Drops
From airplanes to hotel rooms, events are dry places. I’ve found that throwing a few of these in my kit can help refresh my eyes, and they can save the day when someone is having contact issues.
Thin Moleskin for Blisters
Especially important if you’re wearing business professional shoes, your feet will be hurting by the end of a long day. Moleskin can provide extra cushion or line rough spots in the lining of shoes.
If you can’t pack scissors, pre-cut shapes may be easier to use but they’re more likely to slip out of position.
Travel Size Epsom Salt
Whether I’m stopping by my hotel room to recharge before dinner, or settling in for a quiet night of room service, I’m a big fan of these easy-to-pack refreshers. Hot water in either a sink or a bathtub can be the perfect place to spend a few minutes soaking tired feet (bonus if you wear a hydrating face mask at the same time!)
And if you are building out a full workbox…
If you can ship a toolkit along with your booth materials and you aren’t bound by the rules of carry-ons (I swear by carry-on-only travel!), there’s a few other recommendations that can help make sure you’re extra ready.
Rolling Craft Bag
Organized & intentional, a storage solution like this allows for really intentional preparation. Create a checklist and restock this between events.
This one may be a little on the small side, so you might opt for a larger model. One feature I’d point out is the detachable wheel base. You can never have enough wheels on-site to move a box or potted plant, so this could come in clutch.
PS: Why the pink one? It’s less likely to walk away!
If you’ve never heard of commando cloth, you should check it out! It’s a great “black out” solution for masking surfaces and storage in your booth. It’s used in theater all the time, and having a few yards folded in your kit could help create the polished finish you’re looking for.