Pre-Publication Event Setup Checklist

Before publishing your event to the public, thorough preparation is essential for success. This comprehensive checklist guides you through all critical configuration areas in run.events, ensuring your event launches smoothly and professionally. Following these steps will help you avoid common pitfalls and create a seamless experience for attendees, speakers, and sponsors.

Organizer Profile

Your Organizer profile serves as the foundation for all events you create. Ensuring this information is complete and accurate establishes credibility and professionalism:

Basic Information: Name, contact details, and organizational description.

Logo and Identity: Ensure branding elements are uploaded in the correct format and resolution.

Registration and Tax Data: Verify that legal and tax information is up to date.

Legal Documents (optional): Upload any relevant documents such as terms of service or privacy policies.

Organizer Team

Invite Team Members

Add all relevant team members to the platform

Assign specific roles based on responsibilities

Define permission levels for each role

Learn more: Managing Organizer and event Teams | Event Organizer Settings | run.events

Payment Settings (for Paid Events)

If your event involves paid registrations:

Configure your preferred payment gateway: First steps in Finance Settings | Finances | run.events

Choose between offline and online payment options.

Set up order, pro-forma invoice, and invoice templates: Invoice (Orders/Pro-forma Invoice, Cancelation) Settings | Finances | run.events

Define cancellation and refund policies.

Additional Suggestions

Test the payment flow with a small transaction before publishing.

Clearly define refund deadlines and communicate them to participants.

Ensure compliance with local financial regulations.

Learn more: Finances | run.events

Email Integration (Optional)

Integrate your email provider to manage communications effectively.

You will need to set up the default sender (default email address and default display name from which emails will be sent when the defined email server is used).

You can add additional email addresses for each of the email servers.

Learn more: Integrating Email Providers with run.events | Event Organizer Settings | run.events

Event Profile

At the Event level, configure:

Event Basics: Name, description, website, time zone, and support email.

Event Venues: Add accurate venue details including address.

Event Identity: Upload event-specific branding.

Event Team: Assign roles for event-specific tasks.

Taxes (for paid events): Configure tax rules: Tax rules | Finances | run.events

Agreement Documents (optional): Upload contracts or participation agreements.

Learn more: Event Organizer Settings | run.events

Tickets

Configure ticketing and registration forms:

Configure staged pricing per each ticket type.

Implement quantity discounts and incentives to drive early sales

Create Custom Registration Forms by adding custom fields specific to your event needs: Creating Custom Registration Forms and Fields | Ticketing & Registration | run.events

Create Vouchers for discounts.

Additional Suggestions

Test the registration process from the attendee's perspective: Registration / Ticket Order Flow | For Event Attendees | run.events

Review ticketing and registration setup via https://e.runevents.net/ by adding your event slug https://e.runevents.net/=slug(found under Settings → Widgets and Links).

Ensure all links, documents, and payment flows are functional.

Learn more: Tickets | run.events

Widgets and Links

Extend your event's reach by embedding registration directly into your existing website.

Learn more: Web sites | run.events

Call for Speakers

If you plan to organize an open call for speakers:

Configure the process under Content and Speakers: How to setup Call for Speakers in run.events | Content and Speakers | run.events

Define submission deadlines and criteria.

Configure content and speaker forms: Configuring content and speaker form | Content and Speakers | run.events

Additional Suggestions

Provide clear guidelines for speaker proposals.

Establish Review Workflow by setting up Content Team/s: Creating and managing Content Teams | Content and Speakers | run.events

Communicate acceptance or rejection promptly.

Test the Submission Experience through Speaker dashboard by assigning yourself a Speaker ticket.

Use a hidden link for the Call for Speakers to test the nomination flow.

Learn more: Content and Speakers | run.events

Sponsor Management

Sponsor Management in run.events enables organizers to create customized sponsorship packages, streamline negotiations, and automate renewals while giving sponsors full visibility and control through a dedicated dashboard.

Key tasks include:

Create Sponsor Labels to manage visibility in the app and web widgets, and for Sponsor Ticket assignments:Sponsor Labels | Sponsor management | run.events

Create Sponsor Items to build tailored Sponsorship Packages: Sponsorship Items and Packages | Sponsor management | run.events

Establish Task Management to track sponsorship deliverables (e.g., booth setup, logo submission, payment deadlines), assign responsibilities, and monitor progress: Group Tasks | Sponsor management | run.events

Learn more: Sponsor management | run.events

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Final Pre-Launch Checklist

Before making your event public, verify the following:

Organizer & Event Setup

Organizer profile complete with logo and legal information

Team members invited and roles assigned

Event profile complete with all essential details

Venues added with accurate information

Financial Configuration

Payment gateway configured and tested

Invoice templates customized

Tax rules configured correctly

Refund policies clearly defined

Registration System

All ticket types created with correct pricing

Registration form fields configured

Test registration completed successfully

Confirmation emails sending correctly

Content & Speakers

Call for Speakers configured (if applicable)

Submission forms tested

Review workflow established

Speaker dashboard verified

Sponsor Program

Sponsor packages created

Sponsor labels configured

Task management system set up

Dashboard access tested

Communication

Email integration configured (if using)

Support email address monitored

FAQs prepared for common questions

Website Integration

Event page reviewed at e.runevents.net

Widgets embedded on your website (if desired)

All links verified and functional