1. Map the journey and owners
Write down discovery, registration, payment, confirmation, arrival and follow-up. For each step, name an owner and the tool actually used. Separate the organizer, venue and payment provider. Include a contact route for participants who cannot complete the normal journey.
2. Define exceptions before automation
List likely exceptions: duplicate requests, incorrect participant information, changed dates, full capacity and cancellations. Decide who may resolve each case, how the participant is informed and where the decision is recorded. Record the organizer’s policies separately from technical assumptions. Confirm that any external provider supports the required action.
3. Produce a launch decision
Create a launch checklist with owners, checks and open questions. Review content, registration, purchase and arrival as parts of one experience. Agree who decides when something changes and how the audience is informed. Update the brief when dates, providers or responsibilities change.