How to Keep Your Event Materials Organized

Every event planner knows that event materials get re-used. But what happens to them in between your events? Where does the stuff go?

The worst thing you can do is throw it in a closet and walk away. This makes it harder on you the next time you need something- like the super specific light blue lanyards that are now in an unmarked box in the basement.

Even the most organized event planner gets busy and things end up getting misplaced, it’s normal – but it can be avoided! The best way to keep things together in between live events is to stay on top of your storage space.

Here are some simple tricks to keep every event planner sane between events: 

Pick a Spot

  • First choose a general area, the closer together the better. Try to avoid keeping things all over the place. This saves time and energy later.
  • Then dedicate sections of the area to certain things. Example: Name tags on the top shelf, pop-up banners in the upstairs closet exclusively, Halloween décor in the basement left shelf.
  • Keep it specific! The more specific you make it, the easier it will be to find. This helps especially when you’re in a rush – so all the time.

Use Clear Bins

  • Clear bins save the day – every time.
  • Imagine this, you’re 10 minutes out from your in-office event and just remember you need 20 legal pads for the clients. When you walk into your event closet, you see the pads through the clear bins, grab them and go. You’re set, all because you didn’t have to deep dive into a million boxes.

Label Everything!

  • The second you stop labeling is the second you lose something. Make sure you keep the labels specific – i.e. teal lanyards with white lettering vs. blue lanyards. We all know there are typically creative variations to the materials.
    • Make the labels visible, if you can’t see it, no one else can either. Use big letters, bright colors, and color code to be clear.

Keep an Excel Sheet

  • Communication is key for events to run smoothly – so make an excel sheet and share it with your team. That way you can make a virtual sign out sheet and stay on top of all materials.
  • Create a section of dates last checked and routinely check on the items. Nothing is worse than running to the closest thinking that radio #5 is in its place, then it’s nowhere to be found

These easy tricks have helped our event team stay calm throughout some jam-packed events like Cvent CONNECT. It’s amazing how much a label maker and organizing clear bins can do.


Caroline Howard

Written by Caroline Howard

Northern Virginia native turned southerner at The University of South Carolina. Skills include dabbling with planning 3,000 attendee corporate events and then blogging about them. Hoping to stay close to writing and even closer to events.