See Event Fuel's event management toolkit including best event management software, for large corporate events, music festivals, brand activations & pop-ups

Event Fuel’s Definitive Event Management Toolkit

We asked some of the Event Fuel team to reveal what’s in their toolkit. Our people have hosted a 7-course banquet at Electric Picnic. Ran our own infamous music festival for 10,000 party animals. Introduced Celtic drummers and fire pits to corporate sales conferences. Transformed a double decker bus into a travelling cafe. So they know a thing or two about what’s really needed in an event managers toolkit.

Event Management Uniform

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Image @ Merrell
  • Mobile Phone

How do you know someone works in Events? They have a phone in each hand at all times. Carried in a holster on each hip. And a back-up charger for the back-up charger for the back-up charger. It’s to maintain constant communication with the client, to manage multiple What’s App groups with the promotional teams and to have a mainline into the build crew to ensure everything is running to schedule.

  • Steel Cap Boots

Mandatory for schlepping around green-field sites at the scoping page with a client. Nothing says naive like an event manager on a building site wearing a pair of soggy, canvas trainers.

  • Colourful Clothes

We like to dress in bright vibrant colours – so you can find us in a group immediately. Canary yellow caps, bright blue tops, statement and noisy jewellery – the brighter, the louder, the better. That’s how you know it’s the Event Fuel Crew.

  • Hi-Vis Vest

But we’re practical to the bitter end, and if you want to make sure you have access to the site, a High Vis vest is essential. Possibly with a whistle attached.

Event Management Toolkit

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Always on hand in the Office
  • Duct Tape

You’d be amazed at all the possible things duct tape comes in handy for. Taping down a staged-wedding gazebo. Mocking up a helicopter pad. Sealing split work-pants. Minimizing drafts in a marquee. Marking speaker spots on stages. Duct tape is a wonderful, wonderful friend to the events industry.

  • Cable Ties

Cable ties somehow manage to solve the seemingly unsolvable problems at an event. Surprisingly sturdy. Stanley Knife

  • Stanley Knife

This utility beauty cuts through cords, boxes, tape, foam board, carpet, vinyl, and when you’re unboxing 500 classroom chairs for a conference, a Stanley in your best friend. Plus, they’re pretty cool. But also – handle with care.

Event Management Attitude

  • Patience

Anything that can go wrong, will go wrong. It’s a fact. So having a huge reservoir of patience is one of the most important tools to have in your event management toolkit.

  • Tunes

Whether you’re energising the troops at a rig-up, pulling an all-nighter in the warehouse, driving the length of Ireland to source the perfect prop or setting the scene before you open the doors, having a wealth of playlists for different moods and occasions is key. Here in Event Fuel, we’ve a few dj’s on the books and in the team, so music forms a big part of office culture.

  • A Smile

You smile, I smile, we all smile. Event management is stressful – long hours, uncertainty and Murphy’s Law just around every corner. And a smile goes a long way to mitigate this stress – to smooth things over, motivate the crew and sometimes, charm your way out of a tricky situation.

Event Management Software

A typical view of our Trello Board
  • Excel

Making your list, checking it twice and checking it twice again. Excel is an oldie but a goodie and any opportunity to upgrade our skills in Excel, we jump at. It’s a surprisingly powerful tool and keeps us sane.

  • Critical Path Analysis

We swear by this in EF HQ. Events are necessarily complex entities with multiple inputs that can change at a moment’s notice. Budgets, resources, logistics, weather, objectives – project managing these complicated workflows is an art form and we hang our hats on the Critical Path Model.

  • Trello

We’re obsessed with details in Event Fuel. The nitty gritty, the fine print, the technicalities, the brief behind the brief. And one of the best tools we’ve come across for managing details is Trello. Everyone is an Excel Ninja first and foremost, but when we want to work collaboratively across the team and with our client, Trello is our go-to software.

Final Thoughts

The world of events can often be perceived as glamourous and high octane. It certainly is high octane. But the reality of making an event happen; from ideation to forecasting to site build and actual go-live is gritty, hands-on and sometimes mucky! So the Event Fuel event management toolkit is one grounded in reality, from people in the know and on the frontline. What do you think? Share your thoughts on #eventfuelinsights on Twitter…

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See Event Fuel's event management toolkit including best event management software, for large corporate events, music festivals, brand activations & pop-ups

Event Fuel’s Definitive Event Management Toolkit

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