Day-of-Event Checklist
Host ‘Intro to ReFi’ Meetup
Event Date: ______________________
Event Time: ______________________
Venue: ______________________
Team Lead: ______________________
🌅 Morning (3-5 hours before event)
Team Coordination
- Morning team check-in (call or message)
- Confirm all team members ready and available
- Review roles and responsibilities
- Address any last-minute concerns
- Review final schedule
- Walk through timeline
- Confirm speaker arrival times
- Review backup plans
Final Preparations
- Confirm food/drink delivery
- Verify delivery time
- Confirm contact person at venue
- Charge all devices
- Laptop (+ bring charger)
- Phone (+ bring charger/battery pack)
- Camera/video equipment
- Microphones (if wireless)
- Load presentation on laptop
- Test all slides
- Check videos play correctly
- Prepare backup (USB drive or cloud link)
- Pack event kit (if not already done)
- Laptop + charger + adapters
- Presentation remote (optional)
- Name tags, markers, tape
- Printed agendas (if using)
- Sign-in sheet (backup to digital)
- Business cards/contact info
- Extension cords, extra supplies
- First aid kit (basic)
🏢 Arrival at Venue (1.5-2 hours before doors open)
Initial Setup (1.5 hours before)
- Unlock and access venue
- Complete venue walkthrough
- Note restroom locations
- Identify emergency exits
- Check accessibility features
- Locate light/temp controls
- Set up registration area
- Table near entrance
- Sign-in sheet/tablet
- Name tags and markers
- Welcome signage
- Printed agendas (optional)
- Set up main event space
- Arrange seating (interactive circles/clusters > theater style)
- Set up speakers’ table/podium
- Place directional signage
- Prepare breakout areas (if applicable)
Tech Setup (1 hour before)
- Test A/V equipment
- Connect laptop to projector/screen
- Test HDMI/adapters work
- Adjust screen resolution if needed
- Test audio (speakers + microphones)
- Test video playback
- Check lighting
- Bright enough for activities
- Dimmable for presentations
- Verify WiFi access
- Test connection
- Note network name + password
- Prepare to share with attendees
- Set up content capture station
- Camera positioned
- Backup recording device
- Consent forms ready (if recording)
- Prepare backup tech
- Laptop fully charged
- Backup slides on USB/cloud
- Phone hotspot as WiFi backup
- Notes printed (in case tech fails completely)
Final Touches (30 min before)
- Food and beverage setup
- Food arranged and labeled
- Drinks accessible (coolers, ice)
- Dietary labels clear (vegan, GF, etc.)
- Plates, napkins, utensils out
- Trash/recycling bins placed
- Welcome area ready
- Music playing (optional, low volume)
- Signage visible from entrance
- Team members positioned
- Bathroom check
- Stocked and clean
- Accessibility features noted
- Final team huddle
- Review roles one more time
- Assign backup roles (if someone unavailable)
- Do energy check-in / group high-five 🎉
🚪 Doors Open (30 min before start time)
Welcome & Registration (30 min before - event start)
- Greet early arrivals warmly
- Welcome them personally
- Help them sign in
- Provide name tags
- Offer refreshments
- Introduce them to others
- Registration tracking
- Check people in (digital or paper)
- Note any special needs/requests
- Collect consent for photos/videos
- Informal networking
- Encourage early arrivals to mingle
- Play ambient music
- Small talk & introductions
- Tech monitoring
- Keep an eye on A/V setup
- Be ready to troubleshoot
🎤 Event In Progress
Opening (Start time)
- Welcome announcement (Host/MC)
- Thank attendees for coming
- Acknowledge venue/sponsors
- Housekeeping (restrooms, WiFi, emergency exits)
- Outline agenda and schedule
- Set tone (interactive, collaborative)
- Icebreaker or quick intro round
- Name, one word: “Why are you here?”
- Speed introductions (pairs)
- Hands up if… (build energy)
Main Programming (Throughout Event)
- Timekeeper actively monitoring
- Provide time warnings to speakers
- 5 min, 2 min, “wrap up” signals
- Keep event on schedule
- Content capture ongoing
- Photos of key moments
- Video snippets (if planned)
- Quotes/highlights noted
- Respect no-photo requests
- Team floaters managing
- Answer questions
- Refill food/drinks
- Monitor comfort (temp, noise)
- Watch for anyone needing help
- Engage the audience
- Encourage questions
- Monitor chat (if virtual/hybrid)
- Facilitate discussions
- Keep energy high
Breaks (If applicable)
- Announce break times clearly
- Replenish food and drinks
- Facilitate informal networking
- Quick tech check during break
🎊 Closing (Final 15-20 min)
Wrap-Up
- Thank everyone
- Attendees for participating
- Speakers/panelists for sharing
- Venue/sponsors for support
- Volunteers for helping
- Recap key takeaways
- Main themes discussed
- Action items identified
- Resources mentioned
- Announce next steps
- Follow-up communication
- Next meetup date (if planned)
- How to stay involved
- Where to find resources
- Collect feedback
- Share feedback survey link (QR code)
- Encourage immediate completion
- Paper forms as backup
- Facilitate final networking
- Encourage exchange of contacts
- Announce community dinner (if planned)
- Stay for informal conversations
📸 Post-Event (Immediately After)
Immediate Actions
- Group photo (if not done already)
- All attendees willing to participate
- Tag attendees later
- Collect contact info for follow-up
- From sign-in sheet
- Business cards received
- Notes on key connections made
- Post live recap on social media
- Quick photo + “Great event” post
- Thank attendees and speakers
- Tag relevant accounts
- Pack up all materials
- Personal belongings
- Leftover supplies
- Tech equipment
- Borrowed items to return
- Venue cleanup
- Clear food and drinks
- Remove signage
- Furniture back to original setup
- Take out trash/recycling
- Final walkthrough
- Thank venue staff personally
- Team debrief (quick 10-15 min)
- What went well?
- What could improve?
- Any issues to address?
- Celebrate the success! 🎉
📝 Within 24 Hours
Follow-Through
- Send thank you emails
- To attendees
- To speakers/panelists
- To venue/sponsors
- To volunteers
- Share content
- Post photo gallery
- Share video highlights
- Write event recap (Twitter thread, blog post)
- Tag @ReFiDAOist, @ReFiEvents
- Follow up on connections
- Email people you promised to connect with
- Share resources mentioned during event
- Begin feedback analysis
- Review survey responses
- Note common themes
- Identify improvement areas
🎯 Success Indicators
By end of event, you should have:
- ✅ Engaged attendees (not just passive listening)
- ✅ New connections made (attendee-to-attendee)
- ✅ Content captured (photos, quotes, video)
- ✅ Positive feedback (verbal or survey)
- ✅ Interest in future events
- ✅ Core team members identified
- ✅ Social media buzz started
🚨 Troubleshooting Quick Reference
| Issue | Quick Fix |
|---|---|
| Tech fails | Use phone hotspot, printed notes, make it interactive |
| Low attendance | Intimate discussion format, focus on depth |
| Running late | Cut less critical segments, keep core content |
| Disruptive attendee | Polite redirect, private conversation if needed |
| Food runs out | Order emergency delivery, acknowledge & apologize |
| Speaker no-show | Activate backup plan: panel discussion, interactive workshop |
💪 Day-of Mantras
- ✨ Energy is contagious - Your enthusiasm sets the tone
- 🤝 Connection > perfection - People remember how they felt
- 🎭 Adapt and flow - Things will go off-script, embrace it
- 🙌 Celebrate - You’re building community, that’s huge!
📦 Part of: Host Intro to ReFi Meetup Package
Version: 1.0
Last Updated: October 2025
Next Step: Post-Event Checklist