Before Doors Open
- Walk the venue — check cleanliness, safety hazards, signage
- Test sound and lighting equipment
- Brief all staff and volunteers on their roles
- Set up Tickts scanner on door staff devices
- Test a scan to confirm it works
- Check toilets are stocked and accessible
- Position first aid kit and note its location
During the Event
- Monitor door queue and scanning speed
- Check capacity numbers via Tickts dashboard
- Walk the venue periodically for safety checks
- Address any issues immediately
- Take photos and videos for future promotion
After the Event
- Ensure all attendees have left safely
- Collect any lost property
- Debrief with key staff on what went well and what to improve
- Check final attendance numbers on Tickts
- Plan post-event communications
Before Doors Open
- Arrive 2 hours early: Setup always takes longer than expected. Arrive with enough time to handle surprises without stress.
- Walk the venue: Check that the space is clean, safe, and set up as agreed. Identify fire exits, first aid points, and accessible routes.
- Set up entry point: Position your ticket scanning station where it will not create a bottleneck. Ensure door staff phones are charged and the Tickts scanner is loaded and working.
- Test technology: Check sound equipment, lighting, WiFi/mobile data, and any presentation technology. Do a full sound check if you have live performers.
- Brief your team: Walk through the event plan with all staff and volunteers. Confirm roles, responsibilities, and emergency procedures. Share phone numbers.
- Check supplies: Verify that all supplies are in place — programmes, signage, merchandise, first aid kit, cash float for the bar, spare phone chargers.
During the Event
- Monitor entry flow: Check that scanning is running smoothly. If queues build, open additional entry points or increase scanning speed by adding more devices.
- Track attendance: Use the Tickts live attendance dashboard to monitor how many people have entered vs tickets sold. This helps with capacity management and can inform decisions about walk-up sales.
- Stay visible: Walk around the event regularly. Be available to handle issues, answer questions, and ensure everything runs smoothly.
- Capture content: Take photos and short videos throughout the event. This content is essential for promoting future events. Get shots of the crowd, performers, and any special moments.
- Monitor time: Keep the event running to schedule. If segments overrun, adjust later segments to finish on time. Ending late frustrates attendees, performers, and venue staff.
After the Event
- Thank everyone: Publicly thank your team, volunteers, performers, and attendees before they leave.
- Secure the venue: Do a thorough sweep for lost property, litter, and damage. Leave the venue as you found it to maintain a good relationship for future bookings.
- Debrief: Within 24 hours, note down what went well and what could improve. Fresh memories make for better future events.
- Share content: Post event photos and videos on social media while the energy is still high. Tag performers, sponsors, and the venue.
Frequently Asked Questions
What if something goes wrong?
Stay calm. Most event issues — a late performer, technical problems, a queue at the door — can be managed with communication. Keep your audience informed, adapt your plan, and focus on solutions rather than blame.
How do I handle emergencies?
Know the venue emergency plan before the event. Identify fire exits, have a first aider on site, and know the local emergency services number. For large events, brief your team on evacuation procedures during the pre-event meeting.
