Six Technology Gadgets Every Event Planner Should Use

Last Updated on October 7, 2021

As an event planner, the technology you use can ultimately be the difference between success and failure. You need to make sure your event management toolkit contains all the necessary gadgets and gear. Having the right gear not only makes you work more efficiently, it also makes your job significantly easier and does a great deal to reduce the stress that comes with being an event planner.

Here are just a few vital components of any savvy event professional’s equipment toolkit.

A Smartphone Or Tablet

This one’s a bit of a no-brainer, and not just because of how much event managers tend to move from location to location.  It’s absolutely vital that an event manager at least have a Smartphone, both to coordinate with their team, to keep note of important event details such as schedule and task lists, as well as simply being available to reach 24/7. There really isn’t any reason to shy from using your mobile device as a tool; there exists a host of high-quality mobile event management applications designed specifically to streamline the more difficult aspects of event management.

While tossing the laptop for a smaller tablet might not necessarily be a practical choice just yet, mobile technology is nevertheless an integral part of event planning.

A Remote Presenter

Whether you’re an event manager or a guest speaker, you’ll probably need some sort of remote. This will allow you to control the various components of a presentation without having to sit behind a computer screen or work on a stringent, automated schedule. Such a device needs to be simple, too: a remote presenter equipped with hundreds of different buttons defeats the purpose of such a device, as you’ll end up wasting time trying to decide which buttons to push.

Check out reviews and go for a wireless presenter with simple features, long battery life, and decent quality.

A Handheld Projector

Your mileage may vary on this one, but many event managers find it immensely useful to tote around a portable projector of some kind. Not only does one of these gadgets serve as the perfect backup device in the event that something goes wrong with your equipment, they’re also great for running over plans or going through files on-the-go with your team.

These little beauties aren’t cheap, and a portable projector is never going to be able to match the quality and power of the genuine article.

A USB Stick

Remember how I said you shouldn’t ditch your laptop just yet? That’s because there are certain event-related tasks you’ll need to perform on the device which smart-phones and tablets simply aren’t yet suited to do. Because you’re still going to be working with computers, it’s probably a good idea to keep a USB stick handy. This will allow you to quickly and easily transfer important files between devices, regardless of whether or not there’s an Internet or Bluetooth connection available.

Wiring And Power

Since there’s actually a rather large list of equipment related to power and wiring, I felt it would be prudent to combine them all into one point. Here are just a few gadgets and tools you’re going to want to keep with you as an event planner:

  • Cord Wraps/Organizers such as Bobino
  • USB Chargers/Power Cables
  • Portable Charging Stations and Spare Batteries
  • MAC and Display Adapters
  • Surge Protectors
  • Duct Tape and Electrical Tape

A Laser Measuring Tool

Last but certainly not least; it might be advisable to carry around a Laser Distance Meter. This will allow you to quickly plot out dimensions and distances on the fly, with the added benefit of helping you ensure you’re keeping things level (assuming you buy an all-in-one device). Though this sort of thing is often more the domain of the people responsible for setting up the event, it couldn’t hurt to carry one of your own – you know, just in case.

Closing Thoughts

As an event management professional, you are not your tools; you are not the technology you tote around in your bag. That said, the tendency to keep the right gear handy is what ultimately makes the difference between a good event management professional and a great one. Always be sure you’ve got your toolkit close at hand – and that it’s got everything you’ll need in order to keep your events running smooth.