Checklist for event planners

Small details that make a big difference – and save you from major challenges on the day

When everything runs smoothly, no one notices the amount of work behind the scenes. But as an event planner, you know that calm and control don’t happen by chance. It takes structure, testing – and a system that helps you implement your choices effectively.

Here’s a practical checklist to help you plan your next event in Conference Manager:

1. Start early

The system offers a lot of functionality, and it works best when you have time to set it up properly. Have you made sure that you and your colleagues can log in to the event? Have you tested external logins and arrival scanning? Do you need on-site printing, and have you tested that it works? Have you checked the Wi-Fi connection at the venue? The earlier you begin, the more time you’ll have to be creative and fix potential issues.

2. Create a test registration for yourself

When creating email templates, you can send a preview to yourself to check layout, formatting, and images. But be aware that previews don’t display unique links, such as those generated for invitation-only participant categories. Therefore: Add yourself as a test participant, complete the registration, and send the actual real email via the system. That way, you test content, links, and access exactly as participants will experience it – and you’ll also see how incoming registrations appear for you as an administrator in Conference Manager. If you’re using arrival scanning or on-site printing, it’s important to test that through your own registration and simulate the full event flow from start to finish.

3. Ask for participants’ mobile numbers

A mobile number can be crucial at the last moment. If something changes on the day of the event, you can send an SMS directly from the system – just remember to use the “Mobile number” field, which is a standard field.

4. Upload materials before participants ask for them

Slides, menu, or practical info – upload them to the download page well before the event. Make it easy for participants to find the materials via email or the app.

5. Remember to clean up if you copy an event

Conference Manager makes it easy to copy previous events – but be sure to go through everything carefully before opening registration. Check, for example:

• Are dates, location, and times updated?
• Are there old options, name badges, or materials?
• Are the email templates updated and still relevant?
• Should the participant categories be adjusted?
• Is there an old meeting request from the previous event?

6. Go through all tabs – thoroughly

Before publishing your event, it’s important to go through the entire setup – tab by tab. Check, for example:

• Your participant categories and information fields
• Program and options
• Any payment and invoicing
• All pages on your website
• Emails and reminders

The better you know the system’s features, the easier it is to handle changes quickly and efficiently.