Tech Manager Event Checklist:

Upon Arrival

Prior to the event ensure you review the Event Summary, if you have any questions prior to or during the event, call or message your Givergy rep

  • Introduce yourself to the client
  • Confirm where the tech desk is and make sure you have our tech requirements
  • 6 Foot Table
  • 1 x 15 amp circuit
  • HDMI feed to the AVs switcher or leaderboard

System Setup

Review event summary then confirm with the client where tablets will need connectivity for the auciton/pledge and check-in.
  • Set up your tech desk first (server, UPS, leaderboard, control laptop (if applicable)
  • Test the event and leaderboard based on the event summary
  • Configuration Settings
  • Notifications (payment or client payment collection messages)
  • Leaderboard Sequences
  • If the event has not been exported to the local server, then export event file from online server to the local server (if applicable)

  • Once the testing on the server is complete, start planning your network layout

  • Label the network diagram where APs will be placed and write the MAC address for each AP

  • Set up your wireless network (DO NOT FORGET TO TAPE ANY CABLES GOING ACROSS DOORWAYS)

  • Log into Ruckus Controller; verify with your network diagram that all of the APs used are online and connected

  • Test the coverage with a tablet and make sure there are not any dead zones (test by placing bids, donations and registering a new guest)

  • If check-in is used, ensure you test the coverage and check-in tablets (if applicable)

  • Once you are finished with testing, ensure you have taped all of the cables and start cleaning up the tech desk

  • Test the leaderboard once more to make sure everything is up and running

  • Start cleaning tablets

  • Communicate to client about any changes, and make note of these on the Event Summary

  • When the Event Manager arrives, go over the entire event summary together to make sure everyone is on the same page

During Event

  • Tidy up the tech desk and get ready for the event

  • Check the Ruckus controller every 20 minutes to make sure all of your APs are connected

  • Check the Ubiquiti wireless bridges (if applicable)

  • Pay attention to any PIN/error bids and retract them right away if they are obvious errors

  • Monitor the following list:
  • Leaderboard(s)

  • Event timings (always set end date a year ahead to avoid the event closing automatically)

  • Duplicate guest entries (if duplicate guest has bidding activity on both accounts, place all bids on one account and delete the other

  • Adjust bid increments for popular items and also adjust starting bids for items without bids (consult with the client first)

  • Prepare payment collection laptops (if applicable)

  • Review any last-minute event timing changes with EM

  • Put up the countdown clock according to the event summary or per client’s instructions

  • Put up pop-up messages during the countdown, i.e., “Silent Auction Will Close in 15, 10, 5 Minutes, Please Check the Items Without Bids Category”

  • After closing the silent auction, double check all of the winning bids to ensure they are no errors and then Sell Winning Over Reserve

  • Export event and upload to https://can.givergy.com/manage (or US, UK, HK etc)

  • If payment collection is being used, double check that Stripe is selected as the payment method (under Configuration settings), payment link notifications are enabled and then send the payment link to guests or charge credit cards; refer to event summary

  • Check in with your Event Manager during payment collection to ensure everything is running smoothly
  • If payment collection is not being used, double check that payment method is set to “none”, client payment collection notification wording is correct according to the event summary and then send it out to guests (if pre-auth, charge cards prior to sending link)

Post Event

  • Review with EM if payment is complete
  • Review with EM if feedback is complete
  • Start breakdown; if too many guests are still around then wait
  • Count tablets with the EM (1 table at a time) and make sure everything is accounted for; record any missing tablets (if there are any tablets missing ensure you fill out the ‘Missing Tablet Form’, give to the venue/client and note in your feedback
  • Account for all tech equipment used
  • Fill out tech feedback form before leaving the venue Account for all tech equipment used
  • Clean up and leave tech desk in orderly state