The Ultimate Event Planning Checklist: Everything Before Guests Arrive

Every event has a checklist. The venue is booked, the catering is confirmed, the guest list is finalized. But when it comes to guest engagement technology, many event planners leave the most important decisions to the last minute. This checklist ensures that when guests walk through the door, everything they need to participate is already in place and working.

4 to 6 Weeks Before: Platform Setup

Start your engagement platform setup well before the event date. This gives you time to test everything and make changes without stress.

• Create your EventWrist account — register at eventwrist.com/host/register and log in to the host dashboard
• Create your event — set the event name, start time, and end time in the Information tab
• Configure your check-in form — decide what information you want from guests beyond the default avatar and name
• Design your wristband QR codes — generate the wristband batch in the Attendees tab
• Test the full guest flow — scan a test wristband yourself and verify the entire check-in experience

2 to 3 Weeks Before: Interaction Planning

This is when you plan the engagement moments that will shape your event.

• Plan your poll questions — write out 3 to 5 poll questions you want to run during the event
• Design your raffle structure — list prizes, define eligibility rules, choose draw timing
• Set blocked words — configure the danmaku blocked words list in the Danmaku tab to filter unwanted content
• Prepare announcement copy — write the bottom announcement text that will display on the big screen

Having your poll questions ready in advance means you can push them live instantly during the event rather than scrambling to write questions on the spot. The best poll questions are short, punchy, and relevant to whatever is happening on stage at that moment.

1 Week Before: Hardware and Venue Preparation

Confirm all physical logistics for the engagement platform.

• Confirm projector and screen setup — verify the projector works, has the correct input selected, and the screen is visible from all seating areas
• Test the big screen display — open the Live Screen from the host dashboard and verify it fills the screen correctly
• Check internet connectivity — both for the host laptop and for the venue Wi-Fi that guests will use
• Print wristbands — print all wristband codes and organize them by batch for smooth distribution at check-in
• Prepare backup power — have a power bank ready for the host laptop in case of power issues

1 to 2 Days Before: Final Checks

The last checklist before event day.

• Walk through the venue with the big screen running — check visibility from every angle and adjust screen brightness if needed
• Test one full interaction cycle — create a test poll, push it live, verify it appears on the big screen, then delete it
• Brief your event staff — make sure everyone managing check-in knows how wristband distribution works
• Send pre-event communication to guests — if possible, let guests know they will need their phone to participate

Day of the Event: Timeline

Follow this timeline on event day to ensure everything runs smoothly.

During the Event

Keep these habits in mind while the event is running.

• Monitor the check-in dashboard — watch the Attendees tab to track how many guests have checked in and how active they are
• Deploy polls at energy peaks — push poll questions when the room naturally quiets or between sessions
• Enable danmaku early — once guests start arriving, let the message wall run to build energy
• Time your raffle — plan the raffle for a high-attention moment, such as right before closing remarks
• Keep blocked words current — if new problematic words emerge, add them to the blocked list immediately

After the Event

• Review engagement data — check the Attendees tab for participation rates and peak engagement times
• Save your event configuration — if you plan to run a similar event again, note which interactions worked best
• Archive wristband inventory — any unused wristbands can be assigned to a future event

Key Takeaways

• Start platform setup 4 to 6 weeks before the event to avoid last-minute stress
• Plan your poll questions and raffle structure in advance
• Test the big screen and projector at the venue before guests arrive
• Brief staff on wristband distribution and the check-in process
• Monitor engagement in real time during the event and deploy interactions strategically

For a step-by-step walkthrough of setting up your first event, read the complete setup guide. To understand how the big screen display works during your event, see the big screen explainer. And to learn how to run polls that keep your audience engaged, read the polls and Q&A guide.

A well-planned engagement strategy transforms a good event into an unforgettable one. Start your checklist early, test everything twice, and your event will run smoothly from first check-in to final raffle.