# Event day operations checklist

Sociana template v1.0, reviewed 2026-10-19. Tick items off, add an owner and a date beside each, and delete what does not apply.

## Before doors open

- [ ] Walk the full guest journey from gate to main hall and note what a first-time guest would miss
- [ ] Confirm every operations lead has the day's contact sheet and a working phone
- [ ] Check the run-of-show is printed and a copy sits at the control desk
- [ ] Confirm all speakers and moderators have arrived or have a confirmed arrival time
- [ ] Test audio, projection and the backup microphone in the main hall
- [ ] Test the app sign-in with a staff account and a guest account
- [ ] Check gate scanners are charged and the backup list is printed
- [ ] Confirm signage points the right way at every turn
- [ ] Open registration desks and check the badge or pass stock

## Arrival and registration

- [ ] Brief gate volunteers on how to handle a guest whose code will not scan
- [ ] Keep a separate line for guests with accessibility needs
- [ ] Check the arrival queue every 15 minutes and add a desk when the wait passes 10 minutes
- [ ] Log any guest turned away and the reason
- [ ] Confirm hospitality desk is staffed with the master sheet in hand
- [ ] Confirm pickup vehicles and drivers are running to the sheet

## During the programme

- [ ] Confirm each session started within 10 minutes of its time
- [ ] Record the actual start and end of every session
- [ ] Check moderators have the question wall open and a person watching it
- [ ] Confirm the next speaker is in the green room 20 minutes before their slot
- [ ] Release live notices only from the owner named on the run-of-show
- [ ] Check room temperature and sound in every room after lunch
- [ ] Walk the venue every hour and note any safety concern
- [ ] Keep a runner free to carry messages if phones fail

## Meals and breaks

- [ ] Confirm meal counts and dietary meals with the caterer one hour before service
- [ ] Check water and tea points are stocked before each break
- [ ] Confirm Jain, vegan and allergy-labelled meals are separate and marked
- [ ] Check queue length at lunch and open a second counter if needed

## People and safety

- [ ] Confirm first aid kit, medical contact and nearest hospital details are at the control desk
- [ ] Confirm fire exits are clear and every lead knows the assembly point
- [ ] Confirm security knows the guest of honour schedule
- [ ] Record every incident with time, place and action taken, without personal details in the group chat

## Evening and close

- [ ] Confirm evening transport timings are shown in the app and read from stage
- [ ] Check dinner seating and entry are ready before guests arrive
- [ ] Hold a ten-minute debrief with all leads before they leave
- [ ] Collect keys, equipment and unused badges and count them
- [ ] Back up photos, logs and the attendance file the same night
- [ ] List open items for tomorrow with a named owner each