Event Setup Checklist Template
Pre-event checklist for organizers and volunteers.
Open this event setup checklist, tweak it for your needs, and share it as one link or a QR code. Whoever you share it with can tick items off in real time - no account, no login, and no app to download.
When to use the event setup checklist
You're organizing a company offsite for 40 people. Venue setup has 15 moving parts and the group chat is a mess of "Did someone do the…?"
- Create an "Offsite Setup" mission with every task assigned to a volunteer.
- Share one link - everyone taps tasks as they finish. One live progress bar.
- Task comments: "AV guy running 10 min late." No app or account needed.
What's on the event setup checklist
8 tasks, ready to share.
AV check
Test microphones, projectors, screens, and Wi-Fi
Catering arrival
Confirm delivery time, table layout, dietary options
Set up signage
Directional signs, welcome board, schedule display
Prepare name badges
Alphabetical sorting, VIP flags, spare blanks
Arrange gift bags or swag
Count, stage at exit or registration
Test registration desk
iPads charged, printer working, backup list printed
Brief volunteers
Roles, timings, emergency contacts, Q&A
Final walkthrough
Lighting, temperature, restrooms, first aid kit
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