One-Month Pre-Event Preparation Checklist

The final month before your event is critical for ensuring all systems are ready, stakeholders are engaged, and attendees are prepared. This comprehensive guide covers essential tasks to complete during this crucial period, from marketing campaigns to badge design, mobile app configuration, and attendee communications.

Marketing

One of the most effective pre-event marketing strategies is re-engaging potential attendees who started but didn't complete their registration.

Target Incomplete Orders with customized email communication

Learn more: How to start with Marketing features | Marketing | run.events

Communications

The Communications feature in run.events ensures attendees, sponsors, and speakers stay informed and engaged through multiple channels before, during, and after the event.

Configure mobile app links and in app displays, including main screen banners, to highlight key updates and announcements.

Create surveys and attach them to push notifications for instant attendee feedback.

Prepare push notification messages to deliver real time updates and reminders directly to attendees’ devices.

Establish private and public chat groups to foster networking, collaboration, and community engagement.

Prepare branded email campaigns tailored to different attendee groups, scheduled for delivery before, during, and after the event to maintain consistent communication.

Learn more: Communications | run.events

Badges and Check-In

The Badges and Check-In feature in run.events allows organizers to design customized badges and streamline attendee registration across multiple scenarios.

Design badges by choosing from predefined sizes based on your printer or create multiple designs tied to different ticket types.

Learn more: Designing Event Badges | Badges and Check-In | run.events

Customize badge layouts with logos, attendee details, and sponsor branding.

Learn more: Associating Badges with Ticket Types | Badges and Check-In | run.events

Select your check-in and registration scenario, by choosing one of the options run.events supports: onsite printing, self-service kiosks, mobile app scanning.

Learn more: Global Check-In & Access Control app | Badges and Check-In | run.events

Enable Session Tracking, and choose between QR scanning or manual check-in

Learn more:

Learn more: Badges and Check-In | run.events

Sponsor managements

As the event approaches, ensure all sponsors are on track with their commitments.

Send Task Completion Reminders - Identify incomplete sponsor tasks in your dashboard

Learn more: Managing Sponsor Tasks | Sponsor management | run.events

Unassigned Ticket Follow-Up - Identify sponsor tickets not yet assigned to representatives or to their team members

Content and Speakers

Verify Speaker Attendance - Send reminders for speakers that did not confirm their attendance

Collect All Presentations - Send reminders to speakers who haven't uploaded materials

Gamification

Pre-Event Gamification Validation

Test a Gamification flow in mobile app by creating an Organizer company as Sponsorship deal with a Sponsor ticket with Leads role to yourself

Learn more: Gamification Comprehensive Testing and Validation | Gamification | run.events

Communication for all Attendees

Send detailed communications to help attendees maximize their event experience, by including the following information:

Personalize Profile and Access Dashboard

Attendee Dashboard: https://my.runevents.net/auth/login

Mobile App: Apple App Store and Google Play Store

Mobile App usage

Networking and Communication

Connect with Participants - Access connections list and chats, search for other participants, and chat with speakers

Schedule one on one meetings.

Join existing public chat groups based on interests or create new ones

Receive push notifications for important updates and fill out the surveys

Agenda and Sessions

Browse the complete event agenda and view detailed session descriptions and speaker bios.

“Favourite” sessions to build a personalized agenda.

See scheduled one on one meetings alongside favourited sessions

Search speaker and session catalogue by multiple criteria.

Rate sessions and speakers

Sponsors and Exhibitors

Access detailed information about sponsors and exhibitors

Explore sponsors and exhibitor booths featuring descriptions, contact details, brochures, giveaways, and more.

Gamification

Track earned coins, view spending history, and check leaderboard rankings.

See available prizes and giveaways

Communication for Sponsors

In addition to all attendee features, sponsors gain access to specialized tools that maximize visibility, engagement, and lead generation.

Lead Scanning

Sponsors can use the mobile app to scan attendee badges

Scanned leads are automatically stored in the sponsor’s dashboard for followup and reporting.

Gamification

Sponsors can “sell” giveaway items to attendees after badge scanning. To do so, they should select one of their giveaway items and “sell” it to the lead for a certain amount of coins.

Lead scanning and Gamification in Mobile App (For Sponsors) | For Event Sponsors | run.events

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Final Pre-Event Checklist

One month before your event, ensure you've completed:

Marketing and Communications

Abandoned cart email campaigns configured and launched

Push notification strategy planned

Pre-event email series scheduled

Mobile app banners designed and published

Chat groups created and seeded with content

Surveys prepared and attached to notifications

Badges and Check-In

Badge designs finalized for all ticket types

Check-in scenario selected and tested

Printers tested (if on-site printing)

Kiosks configured (if self-service)

Mobile scanning app tested (if mobile check-in)

Session check-in configured

Staff trained on check-in procedures

Sponsor Management

All outstanding sponsor tasks identified

Reminder emails sent for incomplete tasks

Unassigned sponsor tickets followed up

Sponsor booth details confirmed

Lead scanning tested with sponsors

Gamification giveaways configured

Content and Speakers

Speaker attendance confirmations collected

Follow-up sent to unconfirmed speakers

Presentation upload reminders sent

Presentations reviewed by AV team

Backup plans established for critical sessions

Gamification

Complete gamification flow tested in mobile app

Coin awards verified for all actions

Giveaway items configured with sponsors

Leaderboard functionality tested

Sponsor scanning tested end-to-end

Attendee Preparation

Attendee dashboard communications sent

Mobile app download campaign launched

Feature guides distributed

Profile completion encouraged

Networking opportunities promoted