Episode Eight of the “Your Event, Our Expertise” Series
No matter how well an event is planned, event day always brings unknowns. A delayed delivery. A missing cable. A speaker who needs something unexpected. What separates calm, confident teams from visibly stressed ones is preparation.
A strong day-of kit is not just a checklist. It is a mindset. It gives your team the ability to respond quickly, solve problems quietly, and protect the attendee experience when things do not go exactly as planned.
Episode Eight focuses on the tools and materials every corporate event team should have on hand and why they matter.
Start with a clear vendor and team contact sheet
When an issue arises, time matters. Searching through emails or text threads slows response and creates confusion.
A strong contact sheet should include:
- Vendor names and roles
- On-site contacts and mobile numbers
- Internal team responsibilities
- Escalation points for urgent issues
Planning tip:
Print multiple copies and save a digital version that can be accessed offline. Make sure every on-site lead knows where it is.
Always have a printed run-of-show
Digital schedules are convenient, but they are not always reliable in high-pressure moments. A printed run-of-show provides instant clarity when devices fail, batteries die, or quick reference is needed.
A solid run-of-show should include:
- Session timing and transitions
- Speaker order and cues
- AV notes and setup requirements
- Catering and room reset windows
Planning tip:
Distribute printed copies to key staff, production partners, and venue contacts so everyone is working from the same plan.
Prepare an emergency essentials kit
Small, inexpensive items often solve the biggest problems. An emergency kit allows your team to address issues quietly without pulling focus from the event.
Common essentials include:
- Chargers and backup batteries
- Tape, scissors, zip ties, and basic tools
- Stain remover, lint rollers, and wipes
- Mints, water, and basic first-aid items
Planning tip:
Think through the full event day from setup to breakdown. Pack items that support long hours, quick fixes, and professional appearance.
Why preparation changes everything
Preparation changes how a team shows up on event day. When the right tools and information are in place, teams respond instead of react, address issues before attendees notice, and maintain focus on delivering the experience. A strong day-of kit reduces stress, supports faster decision making, and helps protect both timelines and budgets, resulting in a more polished and professional event overall.
Bringing the series full circle
This final episode reflects the core themes of the entire series. Strategy guides decisions. Budgets require foresight. Venues and timelines shape execution. Launches, client experiences, and attendance rely on intentional planning. Preparation ties it all together.
Together, the Your Event, Our Expertise series offers a practical framework that corporate event professionals can return to at any stage of planning.
If you have an upcoming corporate event and want support with planning, execution, or on-site preparation, our team is here to help. Contact us to start the conversation.
EXPLORE THE SERIES
Each episode in Your Event, Our Expertise builds on the last. These short videos and companion guides work together as a practical framework for corporate event planning.
Episode One: Corporate Events That Actually Deliver
Watch the video | Read the companion guide
Episode Two: Don’t Let These Hidden Costs Ruin Your Event
Watch the video | Read the companion guide
Episode Three: Choosing the Right Venue
Watch the video | Read the companion guide
Episode Four: The #1 Timeline Mistake Corporate Planners Make
Watch the video | Read the companion guide
Episode Five: The Corporate Launch Playbook
Watch the video | Read the companion guide
Episode Six: Client-Facing Events That Win Business
Watch the video | Read the companion guide
Episode Seven: How to Prevent No-Shows at Corporate Events
Watch the video | Read the companion guide
Visit the series landing page to explore all episodes and resources.
Explore the full series: Kerisa Knows Best
