Special Events MacGyver! What’s in Your Toolkit?

By Holly Leiferman

When it comes to festivals and events, let’s face it, not everything goes according to plan. It does not matter if you are the most meticulous and organized event planner in town, there will always be things beyond your control. With endless last-minute changes, the best thing you can do, is be organized. You never know when you might need a zip tie and a flashlight to become a golfcart headlight or spray adhesive for a quick signage fix. For the sake of this article, I am going to refer to us (special event’s planners) as MacGyver! The mark of a good MacGyver is not only to be prepared for any situation but using common everyday items in unique versatile ways! We must be equipped to step in and save the day with MacGyver-like cleverness.

Every successful MacGyver style planner carries an event kit with items to handle just about any emergency. Even if you are planning your own event – large or small – it helps to have these things arranged, instead of wasting time looking for them when needed. An event kit is especially important if you are hosting at a venue away from your home or office. From handheld mics and backup flash drives, power boxes to granola bars and comfortable shoes these common items can save the day (or at least a little bit of what’s left of your sanity by that point).

What Is a MacGyver Style Tool Kit?

Also referred to as an Event Kit, Production Kit, Show Box, Event Toolbox, or Event Tool Kit. The event tool kit that is put together with the MacGyver style mindset is an absolute necessity when preparing for your event regardless of type or size. This trusty toolbox is filled with versatile tools of the trade and these supplies are proven to relieve stress.

It is best to take time to customize your tools for each individual event based on similar events and experiences you’ve had. For example, for an event that has significant lighting and production, I would bring extra portable lights, extension cords and power strips. Things that even the best teams forget to bring enough of or can be faulty. Some items are tried and true lifesavers and should be taken to each event. If there is an emergency like a medical injury that requires a first aid kit, or perhaps a missing golf cart key (we do have extras believe it or not) and a rubber band to become a key ring holder, we need to be ready for whatever!

After determining what you need to bring, find an appropriate, easy-to-carry container. It can be as simple as a sturdy tote bag or covered plastic box. MacGyver style planners often use a canvas tool bag or professional makeup box, as well as an expandable folding cart or collapsible dolly. Whatever you choose, it will be on the move with you regularly, not only from venue to venue, but also up and down hills, possibly on dirt or sand and it will need to be lifted in and out of your car. If it’s not easy to carry, you’ll be less likely to have it by your side all day long and it won’t be available to you to help save the day! The more you add, the heavier the container.

Our special events team has several durable rolling toolkits that come with us to every event, and it truly has saved us on more than one occasion. Most of the items are organized in a plastic carrying case to make them not only easy to find but easy to load without worrying about things being lost or crushed. If you carry a clipboard, look for one with an attached supply box to help keep your important forms and papers in order.

Labeling all your tools with a marker or adhesive labels saves time and money in the long run. It gets expensive to replenish even small items when they keep walking off. Restock your tool kit supplies as needed. The day you ignore that empty roll of tape will, of course, will be the day you have a rogue sign trying to fly across your event and you will need it.

The following, is a partial basic list because all MacGyver style planners know that every event has specific needs but there are some go-to items that are always useful! Use this list as a guide to draft your own event toolbox checklist. Review the items listed here and amend the list to suit your specific event or festival. It’s as easy as that.

Important Basics: Scissors; assorted rolls of tape (transparent, masking, no-residue duct, gaffer) for easy fixes; cardstock paper, pen and/or permanent markers for quick signs; stapler; paper clips, binder clips and Post-Its; wire, twine or zip ties for quick attachments; safety pins; basic tools like a multi-head screwdriver, wrench and small hammer; assorted Command hooks; small flashlight; batteries; phone chargers; extension cord and surge strip; box cutter or pocket knife; glue gun; and measuring tape.

Personal Essentials can include moleskin bandages for blistered feet; pain relievers for headaches and sore muscles; antihistamine for allergic reactions; antacids for upset stomachs; hand sanitizer; stain stick; baby wipes, change of clothes and an extra pair of shoes. Bring bottled water, energy bars, nuts or other easy-to-eat snacks, and some hard candy in case of low blood sugar. For outdoor events, add sunscreen, bug spray and a sun visor. Dryer sheets also repel bees and wasps from an area. And don’t forget the rain gear.

Event Incident Response: First Aid Kit, Hazard/safety tape, torch, mini flashlights, Megaphone/loudspeaker, and whistle, High Viz vests and warden hats, No Entry/Danger/Slippery Floor signage, Safety cones or bollards, PPE (personal protective equipment) such as gloves and masks.

Another useful tidbit is, your event kit does not need full-size bottles or boxes of products; travel sizes are convenient or use sandwich bags to hold small amounts. Pre-cut strips of Velcro (this should be a staple item on the list) in a Ziploc bag (another key item on my list) can help save the day. Even Goo be Gone can be found in a travel size and be enough to get you out of a sticky situation.

What’s in THE OG MacGyver Toolkit? Most event planner tool kits include the vital office supplies, personal items and first aids kits. But over the years my personal tool kit has evolved to include unique but helpful items. For example: I have used my pocketknife to start a golf cart, since all the keys were lost (we now have extra golf carts keys on hand). Spray adhesive to attach a chloroplast sign to a barricade, as all the zip ties and Velcro had been used at the event the week before. Goo be Gone to remove the signs from the barricade, wasp spray to remove numerous nests around a park pavilion or picnic table, a measuring wheel, and a rain poncho just to name a few. On the signature events I bring all the event paperwork, the management plan, event permit, staff, and volunteer manuals, contact lists, run sheet or production schedule, site plans, supplier booking orders, etc. And don’t forget business cards – there are always opportunities for networking!

Let’s Chat About a Weather Toolkit! Although we can’t control the weather, we should be prepared for all kinds of weather elements during our events. Personally, I bring at least a change of clothes, two pairs of shoes (or three) and couple of pairs of socks. I have been known to have an extra pair of jeans, shorts, three shirts, a ball cap, sweat resistant headband, mud boots, rain jacket, hoody, winter coat and gloves all at the same event. In April 2017, during our Bloomin’ Temple Festival it poured down with rain during the day for two hours then dropped about 20 degrees in the evening! “If you don’t like our weather in Texas, just wait a minute.”

Now, one crucial MacGyver item to consider is ordering a tactical chest fanny pack…yes, you read that right. In all my years of life, I would have never had to enter that into a search engine prior to becoming an event planner. All of us have probably experienced (more than we’d like to admit) un-hooking your walkie talkie, earpiece, and fanny pack in a 100-degree port-a-pot, praying we don’t drop anything into the abyss. Used by soldiers, police officers and now special event professionals on very important missions. This item wraps around both shoulders and along your back to evenly distribute the weight and not fall forward, leaving nothing to unhook and your hands free! It has hooks for radios, keys and several pockets that fit a minimum of 2 phones and some MacGyver lifesaving goodies too! If you are fortunate to not be wired up to 3 types of communications systems, a regular fanny pack will do, however it can annoyingly bring down your shorts or pants throughout the day and that’s just an added stress we don’t need, am I right!?

Having a properly stocked toolkit and well trained and qualified MacGyver-like team on the job is critical to plan the event, coordinate the moving parts, and make sure everything on track.

Take it from me, it never hurts to be over-prepared. In our business, we go to an event assuming everyone there has forgotten everything, because most of the time…welp, they have. Making sure we have a mental or even physical list of all the possible event needs by using items that are inexpensive and versatile can be a life saver.

Remember, there isn’t one right way to compile an event emergency kit. It’s a little different for each person and for each kind of event. Every MacGyver style planner’s event tool kit will be different. It’s all about knowing the requirements of your specific event and thinking about what YOU might need to use at the event. The most important thing is to be creative, thinking outside the box on how one item can be used in multiple ways to solve the everyday problems or issues we encounter.

The mark of a good MacGyver style planner is one that is ready for any situation!

Holly Leiferman is an Oregon native but a true Texan at heart with a passion for events. She currently serves as the Senior Special Events Coordinator for the City of Temple, TX where she manages three of the city’s largest and most treasured events, to include the Bloomin’ Temple Festival, 4th of July Family Fun Fest & Fireworks Show, and the Annual Christmas Parade. She supervises a team of two staff that coordinate an additional ten plus events and a Food Truck Plaza as well as manages the outdoor event application process for the city as a whole. Holly is enthusiastic, outgoing and has a love for music, results-oriented Marketing, Promotions, and is an Event Management Professional with over 25 years of industry experience. Holly can be reached at hleiferman@templetx.gov.

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