by James Johnson

Created on: June 21, 2009   Last Updated: July 12, 2009

Conferences are the bread and butter for every successful event planner. They are the money, excitement and challenge that the top organizers want, what makes the event planning business profitable and worth while. Every event planner knows some things such as drinks, water and even snacks are always going to need to be provided, but there are things always going to be needed that may not be quite so obvious. It should not be a battle to survive the event, but the culmination of a perfectly organized activity, and that means being prepared for the unexpected. There are items that every successful planner should have both before and during the conference. What are these items and why are they essential? Let's look at a few.

First there should be a list of registered participants and extra registration kits, which include name tags and agendas. The list is to make sure you don't get freeloaders trying to crash the conference. Extra kits will be needed, not just for those late comers but because some one is going to lose theirs! It always happens, an experienced event planner prepares for it.

Printed copies of all documents should be on hand, not just on a computer! The computer should be brought along with a printer, but computers can crash, printers jam (or coffee gets spilled and things no longer work). If you are going to rely solely on a computer, have back-up files available and an extra computer that can access the programs. Also make sure all the computers are charged with chargers that work on the available power (Much of the world is 220, but America is 110). Also, with the computer, do not just rely on wireless access, most places have it but not all, and Starbucks aren't located in many countries.

In dealing with electronics, don't forget several cellular telephones, also make sure service is available where the conference is located. It might be advisable to rent local ones rather than paying roaming charges. Many planners still consider small portable "walkie-talkies" useful over short distances, but be sure to take several with extra batteries!

Aside from electronics, there are several other items that every event planner should have at a conference. These include a notepad with pencils, pens, markers and pins, preferably safety pins. A large dry board with colored markers and erasers is useful, one can post notes to participants, schedule changes, or even just put up jokes to break the mood! The different colors will help highlight things.

Then there are little, but important items that no one wants to need but are essential to have. Things such as a first aid kit, emergency numbers and spare shoes for yourself, the heel or sole may tear off. Several change of clothes with deodorant is going to be handy, and a pocket full of mints, they can be used by the planner for sore throats or given out to attendees as a treat (and will help with the halitosis that no one mentions).

Every event planner will take business cards and credit cards, as well as a cheque book, but there should also be spare cash for tips or vendors that need it. Also, always have a good assistant on hand in case something happens to you! Those conferences can be rough and you may need backup.

Learn more about this author, James Johnson.
Click here to send this author comments or questions.