Safer Bet: Pack or Ship? - Event Planning packing 101

This week’s lesson is a very literal one for anyone that produces events outside of where they are based. We learned the hard way how much we needed these event planning packing tips.

EVENT PLANNING PACKING

As my business has grown and we produce events all over the world, a huge logistical part of our planning process is: how are we getting everything there? In a world of lost luggage and shipping delays, it can feel like choosing between two unreliable options.

Of course, there are some materials that can be purchased on-site—but the list of items that fall into that category is short. Anything branded, customized, or hard to find needs to be purchased

ahead of time and sent to the venue.

So what’s the best way to do this?

This is a question I’ve mostly trusted my intuition on—which, honestly, hasn’t gotten me into trouble yet (knock on wood). But I know I can make it easier on myself and eliminate some stress.

For example, when traveling to DC recently for an event, I found myself wheeling three heavy suitcases through the airport (one nearly 80 lbs, for a total of about 150 lbs between the three) thinking, what am I doing?

Unfortunately, many things in the events world aren’t learned in a textbook, college class, or online webinar. They’re on-the-ground lessons we learn the hard way, in real time. You can learn a lot working for someone else—but when you’re on your own and encounter something new, you have to figure it out as you go.

This prompted me to put together a gut-check list: PACK OR SHIP?

Something I can use to create a more fail-safe way of ensuring everything I need for an event arrives on time—and is actually correct. I’m sure I’ll still have stressful moments wheeling suitcases, Ubering around a city for last-minute pickups, or obsessively tracking a FedEx package—but I’m hoping this plan of attack helps alleviate as much stress as possible (and hopefully helps you, too).

FIRST STEP

Where am I going and what resources are available on the ground? Depending on your destination, research whether there’s a Walmart, grocery store, or office supply store nearby where you can source last-minute items if needed. It’s important to have these options in your back pocket—and even more important to know if you don’t.

How am I getting there? If you’re driving, you have much more flexibility and space to bring items—and more control over whether they arrive safely. If you’re flying or taking another form of transportation, do a realistic evaluation of how many bags you (and your team) can reasonably manage—on top of your personal items.

Note: I almost always underestimate how much space the items I decide to pack will take. This adds up quickly.

EVALUATE YOUR MATERIALS

How essential is it to the event? Of course, everything feels important—but if a box of custom pens doesn’t arrive, that’s very different from conference workbooks not showing up.

If the event cannot happen without the item, I always try to pack it. If it can be replaced with a quick trip to Staples or an overnight Amazon order—ship it.

Is it perishable? Have it delivered directly to the venue and confirm they can store it properly. Beyond obvious perishables, think about anything that could melt or be damaged if left outside too long—especially if it’s dropped at a loading dock before being brought inside.

SHIPPING TIPS

• Know your venue’s shipping and receiving policies—and when they’ll accept packages (and first, confirm that they even can).

• If a vendor can ship directly to the venue, it saves you a step—but sometimes receiving and reshipping yourself allows you to check quality and accuracy first.

• Research whether FedEx or UPS is more reliable in your destination—there can be a difference.

• If your venue can’t accept packages, look into nearby FedEx/UPS or pack-and-ship locations that can receive items for you—and plan how you’ll get them to the venue.

• Amazon locker pickups can be incredibly helpful.

• For larger retailers (Target, Michaels, Home Depot), use “ship to store” or in-store pickup options.

• Anything you can pre-order and have ready for pickup will save time and ensure availability.

This is one of those behind-the-scenes lessons that no one really talks about—but it’s a perfect example of how this business teaches you in real time. Every event, every mistake, and every “why did I do it this way?” moment gets you a little closer to a system that works for you. Learning the hard way isn’t always efficient—but it’s effective.