Event day
Free checklistEvent day checklist
Updated
The walk round to do before the doors open, while there is still time to fix what was missed.
When to use it: Start two hours before doors. Give a printed copy to whoever runs the room.
Two hours before doors
One hour before
Doors open
Free to use and adapt for your own events. Check it against your venue’s rules and the laws where your event takes place.
What to check before an event starts
The hour before doors open is when you find out what was missed. This checklist is the walk round to do while there’s still time to fix it.
Work through it in order. The first section takes longest to fix, so it comes first.
Step by step
Walk the guest route
Start where guests arrive and walk exactly where they will: entrance, cloakroom, check-in, toilets, the room, a seat. Fix anything they’d trip over or get lost at.
Test in the room, not the office
Run the slides and every video on the actual screens, at the volume you’ll use.
Brief the team out loud
Ten minutes, everyone together. A message in the group chat is not a briefing.
Mistakes to avoid
- Testing the microphone but not the presenter’s clicker.
- One copy of the guest list, on one laptop.
- Nobody named as the first aid contact.
Common questions
What should I check before an event starts?
The room against the plan, the sound, screens and lights, the check-in desk and guest list, signs and exits, and that every supplier and team member knows who is in charge.
What should be in an event day kit?
The printed run of show and contact list, chargers, extension leads, gaffer tape, scissors, pens, cable ties, spare batteries, safety pins, plasters and a paper copy of the guest list.
How early should the organiser arrive?
Before the first supplier. For most events that means three to five hours before doors.