If you find yourself producing several events a month, you may find it very helpful to create an “event kit” for your event. I found keeping a few pre-packed plastic portable file boxes ready to go made me much more efficient. These are lightweight and easy to keep track of in a hectic environment.
In the hanging folders consider placing permanent typed labels and simply change out the content inside each folder before you go. These are documents you need multiple copies of for your staff and vendors on event day.
Permanent File Labels for your Event Kit:
Attendee List by Company
Attendee List by Last Name
Load in schedule
Maps (venue, to/from hotel and event venue)
Speaker Contact List
Fed Ex (pre-printed slips)
Place cards (blanks as well)
Essentials to keep in the top section of the magical case: sharpies, a highlighter, a pen, Scotch tape, masking tape, pre-paid phone card, Advil, business cards, gum, oh, and lip gloss.