I recently assisted a gallery client with her booth at an art fair, running between the main exhibit and a special installation like a whirlwind. In my phone bag were the usual essentials — my phone, a pen… and a block of Post-it notes. What seemed like a small, ordinary item quickly became my hero on site: labeling boxes, scribbling quick reminders, leaving messages for colleagues, and even posting tiny pep talks. In the chaos of event planning, Post-its are faster than apps, more visible than screens, and surprisingly versatile. Here’s why I never leave the site without them — plus 20 creative ways you can use them at your own events.

… and Why I Never Run an Event Without One 

I recently assisted a gallery client with the preparation and execution of her booth at an art fair. On site, I had my trusty phone bag  -  that small crossbody that holds everything important. Inside it, along with my phone, were two other essentials: a pen and a block of Post-it notes. 

As I darted between the booth and a special exhibition, I realized just how indispensable those little squares of paper are. Scribbling quick notes to colleagues, marking boxes to identify their contents, and leaving reminders where digital tools just couldn’t keep up, the Post-it became my tiny but mighty sidekick. There’s something incredibly satisfying about peeling off a bright square of paper and sticking it exactly where it needs to be  - instant clarity, no scrolling, no searching, no “where did I put that note?” panic. 

Post-its are, quite simply, my secret weapon on site. 

They’re faster than opening a notes app, infinitely more visible, and versatile in ways apps can’t replicate. Need to label equipment or mark a fragile box? Post-it. Want to leave a message for a colleague while they’re mid-install? Post-it. Forgot someone’s name tag? Post-it. Need to mark which boxes go back to the warehouse and which should be delivered to the client? You guessed it  -  Post-it. 

I’ve used them as emergency food labels (“Vegan,” “Contains Nuts”), temporary signage (“Reserved,” “Crew Only”), and even as little pep talks (“Breathe,” “You’ve got this”) stuck to the back of my clipboard. I once even used one as a makeshift timer marker for an installation countdown  -  when digital reminders failed me, the Post-it saved the moment. 

It’s amazing how these tiny squares of paper help me track what’s done and what’s next. I color-code them: yellow for urgent tasks, pink for creative ideas, blue for client requests, and green for logistics. At a glance, I can tell which parts of the setup are complete, which need attention, and which can wait until later. When I look back at a wall or table scattered with Post-its at the end of a long day, it’s not just chaos  -  it’s a visual record of productivity and problem-solving in real time. 

One of the things I love most about Post-its is their flexibility. They can travel anywhere: stuck on a clipboard, taped to a monitor, tucked into a binder, or even folded over a box handle. I’ve used them as emergency bookmarks for scripts or show guides, quick cue reminders for colleagues, or to jot down contact information I need in a hurry. They’re the Swiss Army knife of the analog world  -  simple, sticky, and endlessly adaptable. 

And yes, they’ve saved me from the digital dependency trap more than once. Project management apps, shared docs, and digital run sheets are fantastic  -  when they work. But Wi-Fi drops, phones die, and screens freeze. When the client is calling, the crew is scattered, and the clock is ticking, there’s something comforting about peeling off a small square of paper and sticking it where it will actually be seen. It’s immediate, tactile, and reassuring. In those moments, the Post-it doesn’t just stick to paper  -  it sticks to your workflow and sanity. 

The other day, while labeling boxes for the gallery booth, I caught myself smiling at the simple act. Here I was, running around like a maniac, but there was an order to the madness, thanks to those little squares of color. Each Post-it represented a micro-task completed, a thought captured, or a problem solved. Some were practical, some humorous  -  like the one I stuck on a particularly stubborn crate: “Please behave.” Moments like these remind me that event planning is as much about managing details as it is about creativity, foresight, and a sense of humor. 

Post-its also foster collaboration. When multiple team members are working in different areas, leaving messages on Post-its ensures that communication is seen by everyone, not lost in chat threads or inboxes. A sticky note on a box or table becomes a silent but highly effective team member. It doesn’t argue, forget, or crash  -  it just sits there, quietly doing its job. 

At the end of the day, I often find a few crumpled squares in my pocket  -  tangible evidence of a day’s worth of fast thinking and faster moving. Some have scribbles I barely remember writing; others are reminders to follow up, fix something, or check back later. They are small, fleeting, but powerful in their impact. 

In short, Post-its are color-coded sanity. They help me organize chaos into manageable zones, capture fleeting ideas, communicate effectively with colleagues, and even add a dash of humor to the controlled chaos of an event site. The humble Post-it keeps pace with the organized madness of events  -  one sticky square at a time. 

So here’s to the unsung hero of every well-run event. Small, square, and endlessly useful, the humble Post-it deserves its own spot on the packing checklist. 

Bonus: 20 Uses for a Post-it on Site 

1. Labeling boxes or equipment 

2. Temporary name tags 

3. Quick reminders for yourself 

4. Notes for colleagues mid-install 

5. Table layout sketches 

6. Color-coded zoning for different areas 

7. Emergency signage (“Reserved,” “Wet Floor”) 

8. Cue notes for stage or booth presentations 

9. Food labeling (“Vegan,” “Allergen”) 

10. Marking seating changes 

11. Tracking tasks (“To Do,” “In Progress,” “Done”) 

12. Small pep talks (“Breathe,” “You’ve got this”) 

13. Holding ideas for post-event debriefs 

14. Bookmarking pages in binders or scripts 

15. Marking boxes for storage or return to client 

16. Quick phone numbers or contact info 

17. Temporary labels for cables or tech gear 

18. Notes for collaborators who are off-site 

19. Sketching quick diagrams or layouts 

20. Tracking last-minute changes that can’t wait for the app 

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