The Event Staff Blog

Shamelessly written for those who use event staff scheduling software


25 Things You Need on Event Day

April 11, 2023

Preparation is a big part of the event planning business. However, despite your best efforts, something unexpected will inevitably happen, requiring you to think on your feet. It could be something broken you need to fix, a brochure you forgot to ship or an important item your client left at home. Whatever it happens to be, cut down on your event-day stress by always being ready for anything with your event planner kit.

Here's a quick list to get you started. This could be a kit you assemble for every event, or a box you keep in your trunk at all times. Do whatever makes the most sense for your situation.

  1. Pins (straight, safety, bobby, etc)
  2. Glue
  3. Staples
  4. Notepad
  5. Pens
  6. Markers
  7. Exacto knife
  8. Tape
  9. Zipties
  10. Batteries
  11. Chargers
  12. Two way radio
  13. Timeline / schedule for the day
  14. Floor plans
  15. Seating charts
  16. Guest lists
  17. Promotional materials for your business (Brochures, sell sheets, catalogues, brochures, etc)
  18. Extra clothes
  19. Emergency box (fake wedding rings, bandaids, umbrella, antacids, aspirins)
  20. Tool kit
  21. Cash
  22. iPod full of music
  23. Flash drive with backup of all presentations
  24. Bottled water
  25. Protein bar

What's in your event planner kit?


About Quickstaff - the Event Staff Scheduling Software

What is the best app for scheduling employees, especially event staff?

Glad you asked. Quickstaff is an event staff scheduling software focused on… event staff companies. Companies large and small alike use Quickstaff ranging from catering, photography, film production, corporate casinos, event staffing agencies, experiential marketing, university & college event teams, police departments, virtual event gaming companies, temporary staffing, adventure tour agencies, medical transportation, and so many more. All of them use this event staff software to schedule their staff and on-demand workers for events.

There are many staff scheduling or staff management tools out there. They are typically made for companies with full-time and part-time employees, who cannot turndown shifts or work requests. Quickstaff is one of the only event staff scheduling software focused primarily on event staffing, where managers book staff by events and have to try to secure commitments from their staff to support the event.

Quickstaff is also useful for checking the availability of staff for future dates. On the phone with a potential client and they are asking if you can supply 40 waiters in 2 months? You can quickly check your staff’s availability and potential conflicts. The same check happens when you book an event, you can see who is actually available to work, who is scheduled for other events (yes you can reassign them) and who has blocked out those dates for personal reasons. Eventstaff need simplicity, so we make it very easy for them to see even requests and respond quickly.

Figuring out who’s available to staff your events is time-consuming and stressful. When you schedule your team with Quickstaff, you can easily see who’s available, and quickly schedule them to work - giving you more time in your day. You can try Quickstaff with a free 7 day trial at

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