When planning for your event there are a lot of moving parts and deadlines to keep in mind so that the event runs smoothly. We’ve put together a list of some important milestones event producers should consider.
Not all items are applicable to all producers depending on which products you are using. These are just suggestions to give you an idea of where to start. Deadlines should always be confirmed with the vendors you are using for signs, hardware, staff, and other third party elements.
Below you’ll find a chart that breaks down which CrowdBlink product the milestone relates to, the suggested timing, a description about the item/other things to consider, and the related CrowdBlink article if applicable.
The example date column is based on an event with an on sale of March 21, 2022 and event date of June 25, 2022 to give you an idea of what the dates would be.
|
Milestone |
Product |
Suggested Timing |
Example Date |
Description |
CrowdBlink Article |
|
Ticket Outlet devices ordered |
Ticket Outlets |
At least 4 weeks before you would like them to arrive at the outlet |
February 14, 2022 |
If you’re using Ticket Outlets you will need to order PAX A920 devices from Heartland. |
Coming Soon |
|
Merchant account application process began |
Ticketing, Cashless |
Ticketing: At least 3-4 weeks prior to planned on-sale date Cashless: At least 4-5 weeks prior to your event start date |
February 21, 2022 |
Ticketing: You will need this to go on sale for your event, beginning this process early will ensure this isn’t the step that delays your on sale. Cashless: If you’re using a different merchant for on-site sales you will want to make sure this is created and ready well before the event. |
What is a merchant account, and why is it needed? |
|
Event details confirmed with team |
Ticketing |
1 week before the date when the event will be created and tested |
March 7, 2022 |
Your event build in Console will be quick and easy if all items needed are confirmed with your team prior to beginning the build. |
|
|
Ticket Outlets configured |
Ticket Outlets |
1 week before devices arrive at your outlets |
March 7, 2022 |
You will want to have your Ticket Outlets configured prior to devices arriving at your outlets, this way when they receive them they can log in and begin |
|
|
Event configured and tested |
Ticketing |
1 week before scheduled on sale date |
March 14, 2022 |
Prior to going on sale, you will want to have the complete event built and have your team test it to make sure it’s functioning how you’d like |
|
|
Ticket Outlet devices to outlets |
Ticket Outlets |
1 week before you would like them to begin selling tickets |
March 14, 2022 |
Devices should arrive before they begin selling tickets at outlets to give them time for setup and training |
|
|
Customer service personnel confirmed and trained |
Ticketing |
2 days before scheduled on sale date |
March 19, 2022 |
Before going on sale you will want any staff answering customer’s questions or helping them with orders to be prepared |
Coming soon |
|
On sale date |
Ticketing |
Date of your choosing |
March 21, 2022 |
Should allow for at least a few weeks of on sale before the event is scheduled to happen |
|
|
Site map created |
Ticketing, Access Control Cashless |
2 weeks before devices and signs should be ordered |
April 22, 2022 |
This will help you go through all your vendors, entrances, ticket sales locations so you can mark where devices and signs will go |
N/A |
|
Signage design created |
Ticketing, Access Control Cashless |
1 week before deadline to get order to vendor |
April 23, 2022 |
Plan to have signs ready prior to the deadline to allow for revision time that may cause possible delays |
|
|
Signage ordered |
Ticketing, Access Control, Cashless |
Will want to confirm deadline with vendor, but prepare for at least 6-8 weeks before they need to arrive at the event |
April 30, 2022 |
For a better customer experience there should be signs around the event with information about using CrowdBlink at your event |
|
|
Devices ordered |
Ticketing, Access Control, Cashless |
If renting from CrowdBlink, there is a deadline of 45 days before the event. If renting from another source, confirm their confirmation deadline. If using your own devices, you’ll still want to set a date to confirm everyone providing their devices is still able to do so |
May 6, 2022 |
Different devices will be needed depending on which products you are using, always confirm the deadline for ordering from the provider to receive and on time delivery |
Coming soon |
|
Staff confirmed |
Ticketing, Access Control, Cashless |
1 month before event |
May 25, 2022 |
You’ll want staff for customer service, access control, and ticketing, the sooner they are confirmed the sooner you can begin scheduling training dates and provide them information for their shifts |
|
|
Vendor onboarding sent |
Cashless |
2 weeks before vendor onboarding deadline |
May 28, 2022 |
To keep menu configuration and training sign ups organized you can send info packets and form sign ups to vendors |
Coming soon |
|
Vendor onboarding deadline |
Cashless |
2 weeks before event begins |
June 11, 2022 |
You will want to set a deadline for vendors to return their submissions to give your team time to configure menus and prepare for the event |
Coming soon |
|
On-site training dates/times confirmed |
Ticketing, Access Control, Cashless |
2 weeks before event begins |
June 11, 2022 |
You’ll want to provide your staff with training times a few weeks prior to the event so they have time to plan and confirm |
|
|
Signage arrives |
Ticketing, Access Control, Cashless |
1 day before your team that hang the signs arrives |
June 23, 2022 |
Having the signs arrive the day before the team installing them starts, will allow them to get right to work when they start the next day |
|
|
Devices Setup |
Ticketing, Access Control, Cashless |
1 day before training sessions |
June 23, 2022 |
Logging scanning devices, vendor devices, and ticket sales devices in the day before the event will make sure you’re ready to go the next day |
Ticketing: Coming soon Access Control: Cashless: Coming soon |
|
Training sessions held |
Ticketing, Access Control, Cashless |
1 day before event begins |
June 24, 2022 |
Having training the day before the event allows your staff to have time to ask questions and prepare for the next day |
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