Meeting Planner Must-Haves

Wristband Key Chain

Some venues still have old-fashioned keys for their meeting space, such as a room used for the conference office and this is the best way to keep track of the keys and help track who has them. You’ll be able to keep the key on your wrist so you don’t have to worry about misplacing it. You can also track the keys by assigning a color to each person, so you’ll know who the keys belong to!

LEATHERMAN Micra Keychain Multitool

This tool has been in my toolkit since pre-9/11 flying days and I used to carry this on the airplane! You’ll have to check it now, but it is still my go-to for onsite when you are unpacking all of the boxes and shipments to show site. And your exhibit hall vendors will be borrowing it too.

Really Useful Box – Stackable

Keeping your conference office/show site office/staff area organized is critical to keeping the chaos onsite under control. These boxes are fantastic for organizing supplies, papers, and more. I like this size for registration and membership tables.

For more supplies to keep in the conference or staff office, I like this size. In a future post I’ll share what I keep in the box.

Another Really Useful Box

Anker PowerConf S3 Speakerphone

I LOVE this Bluetooth speakerphone. It holds a charge, connects easily to my phone or computer by cord and Bluetooth, and the sound is AMAZING. I use this for hybrid meetings where I have up to 30 people in-person and more online. The microphone picks up everyone in the room and the speaker is loud and clear enough to hear everyone joining online. And the best part? It doubles to provide music in the staff office, at unwind sessions after hours, and in my home office!

Plastic Clipboards with Low Profile Clip

Once again, this is an “old school” tip – I carry a clipboard with me onsite. I will inevitably need to take notes, refer to a BEO, or check a podium guide and while much of this is electronic now … I can find it faster and keep change notes on good old paper. I match the clipboard to my wrist key chain too. Not only do I have all my notes and loose papers in one place, I can easily find them by looking for the colorful clipboard.

Ampad Project Planner

This is one of my can’t live without items. I keep a separate project planner for each of my clients so I have all notes in one place. I am the type of person that once I write it down (not type it), it is committed to memory and I can always find it. I embrace new technology and project planning platforms, but this is still my go to for meetings, tracking key deadlines, tracking call notes with vendors, and more.

The last few items aren’t as fun – but they have always been in my toolkit and I recommend that every meeting planner has them, and always travels with them.

Scotch Industrial Packing Tape Dispenser

I go straight for quality with a Tape Gun – get one that will last. I have two of these that I’ve had for more than 20 years. Worth the investment and you will use them more than you ever realized you would.

Duct Tape

People and fellow staff have made fun of me for years about carrying duct tape wherever I go … but they also have borrowed it more times than I can count! This will be a go-to for quick fixes – from using it like gaffers tape, to fixing signs, and even saving a skirt hem, duct tape will find a place in your heart.

Surge Protectors

I keep and carry a supply of these with me as they cost less to buy, than to rent from a venue and they come in SO handy in office spaces, at registration, in booths, and in meeting rooms. Be sure to mark them with your name or your company name … they grow legs!

Extension Cords

Ditto for extension cords, I keep a few of them in my onsite supplies – you will always need one, and can’t find one. Mark these too, I use metallic sharpies.