Event Manager Checklist:

ON ARRIVAL

If kit was shipped to the venue or client, find your point of contact and confirm they have it. Test iPads, credit card swipers (if applicable) and laptop(s). Connect to WiFi if needed. Refer to troubleshooting document for quick help.

** (Please reach out to remote support asap if there are any issues with the kit) **

Introduce yourself to the client and go through event summary details:
  • Ensure you, as the MEM are the only point of contact for the night; Event Support as contacts for volunteers and guests
  • Remind the client of the importance of the MC explaining and referencing the system (brief the MC if possible)
  • Connect with AV if leaderboard laptop is used (if applicable)
  • Confirm fundraising activity end time(s) *is there a cue from the MC? *
  • Confirm bid/pledge leaderboard popups (if applicable)
  • Confirm guest messaging timings and wording (If applicable)
  • Confirm bidder/paddle number process (If applicable)
  • Confirm whether or not we can make adjustments to bid increments
  • Confirm the timings of various screens; is there a totalizer? What times are we displaying each screen? Confirm what is being totalized (pledge, silent auction, both? Is there a fudge amount being added?)
  • Confirm volunteer brief time/location; confirm volunteer logins (if applicable)
  • Confirm check-in (ensure guest list in system is correct; are we collecting any guest data (mobile numbers; confirm timings) (If applicable)
  • Volunteer room? Staff meal?
  • Are we taking payment? Where is checkout happening? Only a client contact should handle cash/cheques
  • Are we taking payment for Live Auction? Do they have a runner or are we collecting guest details? (If applicable)
  • Go over the end of night process/check out process with client and MC if possible

Check CMS:
  • Ensure start/end times on any fundraising activities through Givergy are correctly updated
  • Ensure live auction have been created in the CMS with the correct quantity
  • If doing check-in, ensure Check In is ticked on Campaign Settings page under Features
  • Test check-in notification by creating a guest profile and checking yourself in using the iPad (If applicable)
  • Review other notifications.
  • Totalizer functions properly (If applicable)


Once your staff arrives (If applicable):
  • Ensure everyone is dressed appropriately
  • Run through the event summary with them
  • Ensure they are clear on the run of show and night processes
  • Start delegating below tasks as you see fit


Are the items displayed?
  • Is there signage (QR codes, URL) for website, if applicable?
  • Ensure each auction item/pledge matches display descriptions/item number/photo (If applicable)
  • Paddle raise/donation ask (if recording paddle/bidder numbers, confirm process with client)


DURING EVENT
  • Break up the room into sections for staff. Staff MUST introduce themselves to every table
  • Monitor bidding activity! Identify any possible lot increment changes and start prices if no bid on the item, discuss with client before adjusting.
  • Send staff one at a time for dinner (if applicable)
  • Keep the client updated as you see fit

ENSURE STAFF ARE NOT LINGERING AT TECH DESK

POST EVENT
  • Payment/Check out process
  • Confirm check out process with the client before charging credit cards or sending payment link
  • Have staff ready to take payment (if applicable)
  • Ensure multiples have been sold as needed
  • Send losing bid to donation link (if applicable)
  • If kit was sent to venue or client, pack kit and return to your point of contact. If kit was sent directly to you, keep kit and we will schedule a pick up the next day.
  • Complete event feedback prior to leaving