Event Day Best Practices
A successful event starts with solid preparation—especially when it comes to ticketing and check-in. Here are a few best practices to make sure everything runs smoothly on event day.
Display Your QR Poster at the Entrance
Before the event, print your auto-generated poster from the Share button on your Event Details page. This poster includes a QR code that links directly to your ticket purchase page, making it easy for attendees to buy tickets on their phones—even at the door.
Place this poster at a visible entrance with strong cell service or Wi-Fi, so visitors can scan and purchase tickets without issues. If you're expecting a crowd, consider placing additional posters at other entrances or key walk-up areas.
Prepare Your Ticket Scanning Team
Share the Ticket Scanner link with all staff or volunteers ahead of time, so they can test it and get familiar with how it works. They’ll access the scanner through their smartphone’s browser—no app needed.
Make sure your scanning team has strong cellular signal or access to Wi-Fi at their check-in location. This ensures the scanner loads quickly and responses are instant when checking tickets. We recommend having 2-4 people scanning tickets at the event entrance to help lines move efficiently. For larger events, consider designating a lead volunteer to troubleshoot and assist others as needed.
Use Group Tickets Wisely
If your event includes group entries (like teams or classes), make sure scanners are aware of how Group Tickets work. When scanned, the system will show how many entries are included, and the volunteer just needs to confirm the group’s arrival. This keeps check-in fast and accurate.
Have a Backup Plan
Sometimes technology can act up—so have a quick backup plan ready:
Keep an extra device or hotspot available in case someone has trouble connecting.
Assign one team member as the go-to support person in case questions comes up.
Have someone ready to step in case a volunteer leaves or the crowd is larger than expected.
Monitor Attendance in Real Time
Your scanning volunteers will see real-time attendance data during check-in. This helps you monitor crowd flow, track turnout, and respond quickly to any needs.
Tip: Doing a quick run-through or team huddle 30 minutes before the gates open can help everyone feel confident and ready.
Related to Redeem Tickets
Event Day Best Practices
A successful event starts with solid preparation—especially when it comes to ticketing and check-in. Here are a few best practices to make sure everything runs smoothly on event day.
Written By: Jeremiah Simpson
Last Updated on Mar 31, 2025
Display Your QR Poster at the Entrance
Before the event, print your auto-generated poster from the Share button on your Event Details page. This poster includes a QR code that links directly to your ticket purchase page, making it easy for attendees to buy tickets on their phones—even at the door.
Place this poster at a visible entrance with strong cell service or Wi-Fi, so visitors can scan and purchase tickets without issues. If you're expecting a crowd, consider placing additional posters at other entrances or key walk-up areas.
Prepare Your Ticket Scanning Team
Share the Ticket Scanner link with all staff or volunteers ahead of time, so they can test it and get familiar with how it works. They’ll access the scanner through their smartphone’s browser—no app needed.
Make sure your scanning team has strong cellular signal or access to Wi-Fi at their check-in location. This ensures the scanner loads quickly and responses are instant when checking tickets. We recommend having 2-4 people scanning tickets at the event entrance to help lines move efficiently. For larger events, consider designating a lead volunteer to troubleshoot and assist others as needed.
Use Group Tickets Wisely
If your event includes group entries (like teams or classes), make sure scanners are aware of how Group Tickets work. When scanned, the system will show how many entries are included, and the volunteer just needs to confirm the group’s arrival. This keeps check-in fast and accurate.
Have a Backup Plan
Sometimes technology can act up—so have a quick backup plan ready:
Keep an extra device or hotspot available in case someone has trouble connecting.
Assign one team member as the go-to support person in case questions comes up.
Have someone ready to step in case a volunteer leaves or the crowd is larger than expected.
Monitor Attendance in Real Time
Your scanning volunteers will see real-time attendance data during check-in. This helps you monitor crowd flow, track turnout, and respond quickly to any needs.
Tip: Doing a quick run-through or team huddle 30 minutes before the gates open can help everyone feel confident and ready.