As a full-stack marketer, frequently I become the event planner and coordinator for client meetings. As a team of one, hosting multiple meetings and events at varying locations each month can be a challenge if I am not prepared. Over the last few years, I have built a mobile meeting kit that holds all the supplies I need to run a meeting where the conditions are variable each time in different rooms and locations that I don’t know well and are sometimes equipped and sometimes not. Periodically people are joining remotely by Zoom and I need to be prepared to bring them even if the room is not set up for that. We often serve food and beverages brought in by caterers, but I have to be prepared for forgotten items. Hence, the creation of the mobile meeting kit. It has been an evolution of items to include and ways to organize and transport them all each time. This is now a solid system that works well, so it is time to share what I have learned over the last few years. If it is included in the kit, it means that I’ve had a situation where I’ve needed that one thing and not had it at the time. And now I do!

I organize everything into these craft boxes from the Container Store. I like that they have a handle on top for ease of carrying individually when needed, that they are clear so I can quickly identify what is in each box, and that there is a tray that sits in it to help organize smaller items. I use four boxes, organized by a general category: tech, office supplies, food service, and clean-up.

I haul all of this around in this collapsible wagon. It is lightweight and easy to load in and out of my car. And it means I can get everything into the building in one trip without much exertion on my part.

Categories of Supplies/Equipment:

Tech
Office Supplies
Food Service
Clean Up
Cables
Miscellaneous

Tech

Office Supplies

Dry Erase Markers
Dry Erase Eraser
Colored Markers
Sharpie
Trauma Shears
Stapler
Binder Clips
Rubber Bands
Hole Punch
Pens
Notepads
Gaff Tape (truly miracle tape that can be used for so many things)

Food Service

Coffee Stirrers (individually wrapped)
Coasters
Antibacterial Gel
Sugar Packets
Napkins
Paper Plates
Disposable Utensils (individually wrapped)
Ice Scoop
Paper Coffee Cups
Milk Crate (for transporting bottled waters)

Clean Up

Clorox Wipes
Unscented Baby Wipes
Paper Towels
Trashbags, contractor-grade (because people inevitably put full cups of liquid in the bag and you want something that will hold it all in; trust me: I’ve had to clean up spilled mess as the result of a trashbag breaking and it is NO FUN)