Resources
Spare List
A smart spare list for South African promo kits, written for teams who know extra lanyards, pens, and cables save the day.
How Spare List saves stress on event week
Spare List is where you plan the extras that keep an activation running when small things go missing. Think extra lanyards, pens, cables, tape, clips and the loose pieces that save a branded setup on the day.
Build the Spare List from the bits that vanish first once boxes are opened. Add backup lanyards, blank name cards, marker pens, cable ties, tape, charger leads, scissors and a few clean cloths. For conference desks, mall activations, and campus tables around Johannesburg, Durban and Cape Town, these extras usually rescue the setup faster than ordering more printed stock.
Check the packed kit against the list before dispatch and again once the table is dressed. Those checks help the on site team spot missing clips, wrong cables, or badge sleeves left in the van. Include where the spares are packed so nobody unseals every carton looking for one roll of tape.
Spare kit essentials
A good Spare List records the small items by count, size and pack position, not just by name. Note how many black pens, how many USB C leads, which box holds extension plugs, and whether spare badges are pre-printed or blank. That makes handover easier when different staff handle packing, transport and event setup.
Send the spare notes with kit photos, event times, and the giveaway or branding pieces that ran short last time. Mention the venue, expected headcount, and whether power, tape, or cable access was a problem before.
- Extra lanyards, pens, cables and tape
- Photos showing where spares are packed
Venue extras that go missing
Spare needs change between expo halls, office foyers, school activations and outdoor gazebos. Gauteng venues often need extra extension leads and multiplugs, while coastal jobs may need sleeves or cards kept dry in sealed bags. Smaller regional stops also benefit from a few unbranded basics that can replace damaged setup pieces without fuss.
Heat, wind and load-shedding affect the small stuff more than most teams expect. Tape fails on dusty surfaces, phone chargers get borrowed, and a missing adapter can stall a prize draw tablet. Keep power banks charged, label loose cables, and separate wet weather items from printed inserts before the courier run.
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What to log on Spare List
Send the spare list with kit photos, event timing, and the giveaway or branding items that ran short before. Keep the subject line clear.
Write down what disappeared, what broke, and what people asked for during the event. That can include extra badge holders, replacement pens, another roll of double sided tape, or one more charging cable at registration. Stored with the stock list, the Spare List becomes a working record for the next activation rather than a guess from memory.