🏁 Event Day Operations Checklist

This checklist walks you through what to do:

✅ Before event day
🎯 During the event
🔒 After the event ends

Use this as your operational playbook.

✅ Before Event Day

🔍 Review Event Setup

Go to:

Manage Events → Select Your Event

Confirm:

Event Info is correct (date, time, description)
Stops are configured properly
Card count and release method are correct
Sales method is set correctly (In-App, In-Person, or Hybrid with Will Call)
Hand limits are accurate
Extra card settings (if applicable) are correct

⚠️ Remember: Card count cannot be changed once hands are sold.

💳 Confirm Payment & Payout Setup (If Using In-App Sales)

Stripe account is connected
Licensing payment method is selected
Test a small transaction if needed
Review who absorbs Stripe fees

🎟 Review Will Call Settings (If Enabled)

Confirm Will Call cutoff date/time
Verify pickup instructions are clear
Review Will Call participant list
Assign at least one Assistant to handle Will Call check-in

💡 Encourage participants to complete registration before arrival.

👥 Assign Event Managers

Make sure you have:

An Assistant scanning trackers (if applicable)
An Assistant handling Will Call check-in
An Admin available for event-day changes (if needed)

🖨 Print & Prepare

Print QR stop codes
Print Check-In QR codes (if used)
Prepare signage
Prepare tracker devices (if applicable)

🎯 During the Event

🎟 Check-In Process

If using Will Call:

Scan participant QR codes
Confirm payment received (cash, Venmo, etc.)
Ensure they are marked as checked in

If using trackers:

Scan and assign trackers
Verify required check-ins are working

📊 Monitor the Leaderboard

From Event Management:

Watch live rankings
Confirm card scans are working properly
Assist participants with missed scans

🃏 Manage Hands (If Needed)

Use Manage Hands to:

Create hands for in-person sales
Correct assignment issues
Handle special situations
Share managed hands with participants

Admins and Assistants can access this (based on role).

💬 Communicate With Participants

Announce stop rules clearly
Remind participants about extra card deadlines
Clarify end time for final scans
Confirm prize timing

🔒 After the Event Ends

🛑 Close Registration (Optional)

If registration is still open:

More Event Options → Close Registration

This prevents new signups or Will Call reservations.

🔒 Close the Event

When the event is officially complete:

More Event Options → Close Event

Before closing, confirm:

All Will Call participants are checked in
No pending hand transfers remain
All required trackers were scanned

Closing the event:

Stops all card dealing
Freezes leaderboard
Prevents new registrations
Initiates payout processing (if applicable)

🃏 Deal Remaining Cards (Optional)

After closing, you may choose to deal remaining cards.

This:

Completes unfinished hands
Finalizes leaderboard
Cannot be undone

⚠️ Cards will NOT be dealt to:

Pending Will Call participants
Unredeemed hands
Participants who failed tracker/check-in requirements

📊 Export Reports

From the Reports section:

Download transaction summaries
Export participant lists
Review total sales
Confirm refund requests (if needed)

💵 Verify Payout

If using In-App Sales:

Confirm Stripe payout status
Review net proceeds
Reconcile event totals

🧠 Pro Tips for Smooth Events

Use In-App Sales with Will Call for maximum flexibility
Assign dedicated volunteers for specific roles
Close registration the night before to finalize logistics
Always check in Will Call participants before closing the event
Announce before dealing final cards

❓ Need Help?

If something unexpected happens on event day, we’re here to help.

👉 help.acespokerrun.com