Just In Case: A Meeting Essentials Kit for Executive Assistants

No matter how often you plan an in-person meeting, complete with contingency plans — someone is still going to forget something. Whether it’s your executive or an attendee, you’ll get an urgent message asking for help. 

As an Executive Assistant, preparation is your superpower. A well-stocked meeting essentials kit can help you handle last-minute needs without breaking stride, keep the meeting running smoothly, and shows attendees you’ve already thought two steps ahead.

What every meeting essentials kit should include

To cover meetings from start to finish, these are the must-have items to include in your meeting essentials kit.

For attendees

Attendees are often juggling travel, presentations, and networking so they’re more likely to forget basics once they’re in work mode. Your kit is their safety net — the little things you have on hand mean they don’t have to waste time running back to the hotel or finding a corner store.

• Snacks like trail mix, nut bars, and granola are a great option to keep energy levels up. On the flip-side, bring gum and breath mints to help attendees make a good impression. 
• First aid kit with pain relievers, allergy tablets, bandages, wet wipes, sanitizer, cough drops, and remedies for common ailments.
• Miscellaneous items for quick fixes such as safety pins, lint roller, an umbrella, instant stain remover like a Tide Pen, and tissues.
• Extra swag in case someone wants to swap sizes or needs an extra sweatshirt. 

For the meeting space

A meeting can stall if the room isn’t properly equipped. Having the right supplies on hand saves you from chasing down the venue team or running to the store. 

In terms of tech, it’s often the first thing to cause delays, so bring backups like chargers, HDMI cables, clickers, batteries, dongles, universal adapters, and a multi-port USB hub. It’s easy to forget something, and to assume the rooms are equipped with the right tech, so it’s better to overprepare! You want to ensure everyone is heard, seen, and supported — and to deliver a seamless in-person meeting. 

Beyond tech, make the space practical for attendees. Stock the tables in your meeting space with pens, notepads, highlighters, sticky notes, and more so attendees can easily write down notes and takeaways. Add extra printouts of any materials like the agenda, presentations, notes, and other meeting-specific resources.

For yourself

Your kit isn’t just for attendees — it’s also your command center. Keep essentials that help you stay in control and adapt quickly when plans shift. As a strategic partner, stay on top of details with a note taking solution like a recording device or an AI notetaker. This helps ensure action items and feedback are captured in real time.

Master documents like the schedule, attendee list, and vendor contacts should be easy to grab, so you’re not digging through email during a crunch. Portable tech such as a Wi-Fi hotspot and power bank keeps you connected if the venue falls short.And simple fix-it tools like tape, scissors, or Velcro strips let you solve setup issues on the spot. With these basics, you’re always ready to keep the meeting moving smoothly.

Get your meeting planner emergency kit ready

A well-prepared kit can make a noticeable difference in how smoothly a meeting runs. . Anything you don’t use this time can be carried forward to the next, building a reliable resource that’s always ready. 

Your kit isn’t about overpacking — it’s about preventing disruptions, saving time, and showing up as the strategic partner who ensures nothing slips through the cracks. Attendees (and your executive) will appreciate the seamless experience and onsite support.