The Tools We’re Thankful For: Gear & Systems That Save Us Every Event

Event planners love a good system—not because we’re obsessed with being organized (okay… maybe a little), but because the right tools keep events running smoothly when things get hectic.

And since this month is all about gratitude, it feels right to highlight the gear and systems that quietly rescue us again and again. If you’re new to the industry, consider this a starter list of the tools worth investing in early.

1. ClickUp (or your project management tool of choice)

This is the brain of the operation. Timelines, floor plans, vendor contacts, client notes—keeping it all in one place saves you from the late-night “Wait, where did I put that?” spiral. A good system doesn’t just organize information; it organizes your stress.

2. A fully stocked event-day backpack

From tape to safety pins to portable chargers, the backpack is the unsung hero of any event. You won’t appreciate it until the exact moment you desperately need something inside it… and it’s there.

3. Shared vendor group texts or channels

Real-time communication can make or break an event. A simple group text between key players — catering, AV, florals, coordination — can eliminate so many onsite miscommunications.

4. Portable battery packs

Your phone is your timeline, your vendor list, your venue map, your camera, and your lifeline. Battery packs are the reason planners don’t disappear from the face of the earth mid-event.

5. Canva templates

From signage to last-minute printables to branded client materials, Canva saves hours. Consistency and professionalism without reinventing the wheel every time.

6. A solid Google Drive or Dropbox structure

You don’t need 10 years of files living on your desktop like digital laundry. A clean cloud system means every document is exactly where you expect it to be.

7. The “just in case” kit for you

Snacks, deodorant, blister Band-Aids, Advil. Taking care of yourself is one of the most overlooked professional tools.

Why this matters for new planners

When you’re starting out, it’s easy to think great events are all about creativity and relationships—and yes, those matter. But great events are actually built on preparedness. Systems. Tools. The unglamorous pieces that remove friction from the process.

These tools don’t just save time.
They save your sanity.
They help you anticipate problems before they become problems.
They help your team trust your leadership.

And that is something worth being thankful for.

If you want, I can help you turn this into a carousel, newsletter section, or blog graphic set for ENFORMS.