A successful event is really a long list of small things done on time. Here is the list, split into stages, for a conference, gala or expo of 200–2,000 attendees.
3 months before
- Date, venue and capacity confirmed in writing
- Budget, with ticket prices and the break-even point
- The event website, with a provisional agenda
- Ticket types: early bird, standard, VIP, invitations
- Payment processor account active and tested
A month before
- Speakers and final agenda published on the site
- Partners, with logos and a page
- Guest list imported and invitations sent
- First email campaign to those interested
- Invoicing set up, so nothing is done by hand
A week before
- Number of entrances, worked out from the arrival peak
- Volunteers chosen, with scanning accounts and a short briefing
- Practical info email: access time, address, parking
- Access list by day or area, if needed
The day before
- Scanning devices charged and synced
- Ticket re-sent to all attendees
- A test scan on a real ticket
- A plan for special cases: forgotten tickets, wrong names
On the day
- Check-ins followed live
- Volunteers moved to wherever a queue forms
- Walk-ins registered at a separate point
After the event
- Thank-yous and materials sent to attendees
- Sales and attendance report exported
- Invoices and documents checked
- Lessons for the next edition, while they are fresh