Event Day Checklist: Final Preparations for a Successful Event

Introduction

The day before and day of your event require careful attention to detail. This checklist ensures you've covered all essential preparations for a smooth, successful event.

One Day Before Your Event

Final Event Details Review:

✓ Review all event information on your Eventiry dashboard
✓ Verify date, time, and location details are correct
✓ Check that all ticket types and pricing are accurate
✓ Confirm event description and agenda are up to date
✓ Review and test all event links (virtual meeting links, etc.)

Venue/Virtual Platform Preparation:

✓ Confirm venue reservation and access times
✓ Test virtual meeting platform and links
✓ Verify all technical equipment is working
✓ Confirm internet connectivity and backup options
✓ Check that venue has all required amenities
✓ Review venue setup requirements and floor plan

Check-in Preparation:

✓ Export and review attendee list
✓ Test QR code scanning functionality
✓ Charge all devices and backup batteries
✓ Download check-in app updates
✓ Prepare backup manual check-in procedures
✓ Organize attendee lists by ticket type if needed

Staff and Team Coordination:

✓ Confirm all staff assignments and schedules
✓ Brief team members on their roles
✓ Share check-in procedures with staff
✓ Provide contact information for event day
✓ Review emergency procedures with team

Communication Preparation:

✓ Send final reminder email to all attendees
✓ Prepare emergency contact information list
✓ Draft any day-of announcements you might need
✓ Set up automated responses for attendee inquiries

Event Day - Morning Preparations

Early Morning Tasks:

✓ Send early morning reminder to attendees
✓ Review final attendance numbers
✓ Check weather conditions (for outdoor events)
✓ Confirm venue access and setup times
✓ Charge all devices and prepare backup equipment
✓ Pack all necessary materials and documents

Before Arriving at Venue:

✓ Bring printed attendee lists as backup
✓ Pack all check-in devices and chargers
✓ Bring signage and directional materials
✓ Prepare name tags or badges if needed
✓ Bring contact lists and emergency information
✓ Pack any promotional materials or handouts

Event Day - Setup

Venue Setup:

✓ Arrive early (at least 2 hours before event start)
✓ Set up check-in stations in accessible locations
✓ Place clear signage directing attendees
✓ Test all technical equipment and platforms
✓ Verify internet connectivity and backup options
✓ Set up registration tables with materials
✓ Confirm seating arrangements are correct

Technical Setup:

✓ Test sound system and microphones
✓ Verify projection equipment is working
✓ Test virtual meeting platform if applicable
✓ Ensure all devices are charged and ready
✓ Set up backup equipment in case of failure

Event Day - During Event

Check-in Management:

✓ Open check-in 30-60 minutes before start time
✓ Monitor check-in progress in real-time
✓ Have staff available to assist with issues
✓ Track attendance statistics
✓ Handle special cases gracefully

Ongoing Monitoring:

✓ Monitor event dashboard for any issues
✓ Respond promptly to attendee questions
✓ Track attendance and engagement metrics
✓ Address any technical issues immediately
✓ Ensure smooth flow of event activities

Event Day - Post-Event

Immediate Actions:

✓ Export final check-in and attendance data
✓ Gather feedback from staff about any issues
✓ Document any problems or incidents
✓ Secure all equipment and materials
✓ Thank venue staff and vendors

Emergency Preparedness

Be prepared for common issues:

✓ Have backup devices for check-in
✓ Prepare manual check-in procedures
✓ Know emergency contact numbers
✓ Have backup internet connectivity options
✓ Prepare for weather-related issues
✓ Plan for last-minute cancellations or changes

Quick Reference

Essential Items to Bring:

✓ Check-in devices (phones/tablets)
✓ Chargers and backup batteries
✓ Printed attendee lists
✓ Event signage and materials
✓ Contact lists and emergency information
✓ Any promotional materials or handouts

Conclusion

Following this checklist ensures you're fully prepared for event day. Print this checklist and use it to verify you've covered all essential preparations. Remember: early preparation and attention to detail are key to event success!