Event admission equipment preflight checklist before doors open

Assign a device and owner to every lane

Download the editable admission equipment preflight card (Markdown, English)

List each scanner or phone, charger, spare power source, operator, account role, event date, time slot and ticket types permitted at that lane. Use the real venue location and lighting. Eventbrite says its Organizer app requires an appropriate role and has settings for event, ticket type and scan behavior. A device that opens the app is not necessarily ready to admit the correct ticket.[2][3]

Run safe end-to-end cases

Use the provider’s test event, test credential or documented reversible procedure, never an unsuspecting buyer’s live ticket. At each lane confirm a valid ticket’s expected result, wrong event or session, already-used code and manual lookup or exception escalation. Check whether the current scan mode admits, checks out or only validates; Eventbrite distinguishes these actions. Record the observed screen message and who can clear a test state before doors.[3]

Exercise the site conditions and backups

Confirm power, camera focus, screen visibility and connection at the actual gate. Test the authorized fallback for network loss and how devices reconcile after reconnecting, if the provider supports that mode. Do not assume every offline scan is synchronized or that every gate shares state instantly. Keep a spare device or alternate staffed process ready, with its activation owner and a rule for reconciling any paper or offline admissions.[2]

Close faults and hand over the opening state

Write each failed case against a device, lane, owner, action and retest result. Do not mark a lane ready because most devices passed. Tell greeters and exception staff which lanes are live, where the accessible path and help point are, and whom to call if a scanner fails after opening. Recheck after app, permission, network or ticket-setting changes. QR Sage’s broad checklist includes scanners, batteries, badge printers and staff, but its exact rehearsal times and sample counts are vendor suggestions, not a standard.[1][2]