Event Day Emergency Kit: Checklist Of What To Pack

Spread the love

Almost every event has a small crisis that guests never hear about: a hem that comes down, a place card with the wrong name, a speaker cable that does not reach, a guest who feels faint in the heat. Whether that crisis takes thirty seconds or thirty minutes depends on one thing: whether someone has the right item to hand. This guide explains what to put in an event-day emergency kit, how to adapt it for weddings, parties and corporate events, where to keep it and who should be responsible for it.

Why a kit beats a last-minute shop run

On the day, the people who could run to a shop are usually the people you need most: the host, the planner, the best man, the office manager. Venues are often outside town, shops close early on Sundays, and a twenty-minute errand during a tight schedule pushes everything back. A packed kit costs little and turns most small problems into a quick fix rather than a delay that ripples through the run sheet.

The core kit: what every event needs

Start with these items, whatever the event. Most fit into one medium-sized box or a wheeled cabin case.

Repairs and fixes

Safety pins in several sizes, a small sewing kit with black, white and neutral thread
Double-sided fabric tape and a lint roller
Scissors, a craft knife and a small screwdriver set
Gaffer tape (it holds cables and signs without damaging most floors; check the venue’s rules) and clear tape
Cable ties, string and a handful of removable hooks
Super glue and a small tube of fabric glue

Paperwork and stationery

Two printed copies of the run sheet, the supplier contact list and the floor plan
Spare place cards, a pen that writes on card, and a black marker
A few blank signs and a roll of masking tape for directions (“Toilets”, “Cloakroom”, “Taxi pick-up”)
Envelopes with any final supplier payments or tips, clearly labelled

Power and tech

Two extension leads and a multi-socket adaptor (and plug adaptors if suppliers come from abroad)
Phone chargers for the main types of phone, plus a charged power bank
Spare batteries for microphones, LED candles and fairy lights
A short audio cable and adaptor to connect a phone to the venue’s sound system

Health and comfort

A basic first aid kit with plasters, blister plasters, antiseptic wipes and a cold pack
Water bottles and a few cereal bars for the hosts and the team
Tissues, wet wipes, hand sanitiser, sun cream and insect repellent for outdoor events
Sanitary products, hair ties, hair grips and a small mirror

Do not include medicines to hand out to guests. Venues and caterers have their own first aid procedures and trained staff, and guests with medical needs should bring their own medication. Ask the venue who its first aider is and write their name on the contact list.

📖 From Zero To Fabulous

Stop juggling 12 tabs — plan your whole event in one place

The complete step-by-step planning ebook: checklists, budget templates and timelines for weddings, birthdays and luxury events. Instant download · lifetime access.

Grab the Guide — $4.99 →

50% launch discount

Extras by type of event

Weddings

A steamer or travel iron, and a white chalk or stain-removal pen
Spare buttonhole pins and a few spare stems of the buttonhole flowers
Clear nail varnish for laddered tights, and a spare pair of tights in the bridesmaids’ shade
A copy of the vows and readings, in case the printed ones go missing
Extra napkins, a cake knife and a cake slice, if the caterer is not cutting the cake

Children’s parties

Spare party bags and a few small prizes (someone always arrives late or uninvited)
A spare change of clothes for small children, kitchen roll and bin bags
Allergy details for each child, given to whoever is serving food

Corporate events and conferences

A USB stick with every presentation, plus the files in a shared online folder
A presentation clicker with spare batteries and an HDMI adaptor for common laptop types
Blank name badges and lanyards, and a printed delegate list
Business cards and a small supply of company literature

Outdoor events

Umbrellas (ideally plain or in the event colours), towels and a few ponchos
Tent pegs, a rubber mallet and weights for signs and gazebos
Blankets or wraps for the evening, and torches for paths

For weather problems beyond a few umbrellas, you need a proper backup plan rather than a kit. Our wet-weather plan guide covers the decisions to make in advance.

Where to keep the kit

One place, known to the team. Agree a fixed spot, such as the planner’s table, the cloakroom or the back office, and tell everyone who might need it.
Close to the action, not in the car. A kit in a car park is a ten-minute round trip. Keep it inside, near the main room.
Split the essentials if the venue is large. For a ceremony and reception in different buildings, make a small pouch (pins, tape, tissues, plasters, a pen) for the ceremony and keep the main kit at the reception.
Arrive with it. The kit should come in with the first load, not the last. Many problems happen during set-up; our load-in and load-out plan shows how to order the day.

Who holds it

A kit without an owner tends to wander. Give one person clear responsibility. At a wedding that might be the planner, a calm friend or a member of the bridal party who is not giving a speech; at a corporate event, the event coordinator. Their job is to:

pack and check the kit the day before, using a printed list;
bring it to the venue and put it in the agreed place;
keep their phone on and answer “does anyone have…?” questions during the event;
restock and pack it away at the end, and note anything that was missing.

Add the kit holder’s name and number to the supplier contact list so the venue team and suppliers know who to ask.

Common problems and the item that fixes them

Problem	Quick fix from the kit
Dress strap or hem gives way	Safety pins, fabric tape, needle and thread
Wrong name on a place card	Spare card and the card pen
Laptop will not connect to the projector	Adaptor, USB copy of the slides
Trailing cable across a walkway	Gaffer tape, with the venue’s agreement
Sign blowing over outside	Weights, cable ties or string
Speech notes left at home	Copy saved on the kit holder’s phone
Guest with a blister or small cut	Blister plasters and antiseptic wipes
Microphone dies mid-speech	Spare batteries

Think about guests with additional needs

An emergency kit is also a good moment to check the arrangements for guests who may need extra help: a quiet room, seating near an exit, a ramp, or a dietary need the caterer has confirmed. Our event accessibility checklist covers what to ask the venue in advance.

Packing checklist

Repairs: pins, sewing kit, fabric tape, scissors, gaffer tape, cable ties, glue
Paperwork: run sheet, contacts, floor plan, spare place cards, pens, envelopes
Power: extension leads, chargers, power bank, batteries, audio cable
Comfort: first aid basics, water, snacks, tissues, wipes, sun cream
Event extras: wedding, children’s, corporate or outdoor list above
Kit holder named and added to the contact list

Frequently asked questions

How big should an emergency kit be?

For most events, one medium box or a small wheeled case is enough. If it does not fit, you have probably packed things that belong to suppliers, who should bring their own spares.

Does the venue provide any of this?

Many venues have extension leads, first aid kits and basic tools, but you cannot rely on them being free when you need them. Ask what is available and pack anything that is essential to your event.