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Jill Stone

Your Meeting Matchmaker Fairy Godmother

Sufficiently Supplied

in: Event Planning Advice


It’s August and as the summer winds down, school and all the supplies that go with it, wind up! If anyone knows about supplies, it’s the meeting planner. We need our supplies no matter the time of year. If there is a meeting in the area, you can bet there is a well-supplied meeting planner in the midst. Here are some ideas for what to include in your meeting planner supply bag:

Power: Whatever needs power needs a cord, an adapter, batteries and more. Make sure to have the various battery sizes you need for remote controls and such. Charging cords of all sizes are now a huge necessity, make sure your supply can cover all sorts of devices (check out iGo). Don’t forget to communicate with presenters ahead of time to ensure they are bringing along any projector adapters, but also a good idea to have some on hand just in case.

Cables, Cords and Power Strips: Bringing along a printer? Also bring along the necessary cables and backups. You should also bring along USB cables and Firewire. While you’re at it, throw in some extension cords and power strips. One important thing to note, mark that which is yours with a name and contact info so none of it walks off with the wrong person.

Flash Memory: You’ll need several and since these do tend to walk off, make sure to keep up on supply.

Office Supplies: Staples, stapler, scissors, rubber bands, Post-It Notes®, 3 x 5 cards, binder clips, tape measure, ruler! Also a must have – Sharpies and lots of pens! Be sure to include shipping labels so you always have them when you need them and envelopes for tips and notes to hotel staff. And now for a word about tape – bring along many types – masking tape, duct tape, clear tape and packing tape.

First Aid Kit: Someone is bound to need a band-aid if not more.

Sundries: Breath mints, aspirin, ibuprofen, tums, hand sanitizer, mouthwash, wipes, etc.

Name Tags: In the case your pre-printed name tags do not arrive, or your name tag maker stops working, break out the ole reliable, Hello! My Name Is, stick-on name tags. They could save the day.

Important Phone Numbers: Include numbers for shipping services, airlines, transportation companies, important contacts, etc.

Tool Kit: Nails, hammer, screwdrivers (flat, Philips and a micro set), screws and a wrench. If you need a power saw or something like this, best to call a pro.

Door Stops: Bring some, I bet you’ll use them!

What am I missing? Please tell me what you would add to this list. For now, I hope I have supplied you with some awesome thoughts on the supplies you may need to carry you through any meeting!



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