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The event-prep checklist
Everything to have in place T-2 weeks, T-2 days, and the morning of — plus the during and after lists. Copy it per Event and tick it down.
For field marketers & booth teams · field reps & aes · 2 min read · Updated July 10, 2026
Copy this per Event. The prep playbook explains each item; this is the tick-list version. Times assume a trade show or conference — compress for smaller field events.
T-2 weeks — decisions
| Done | Item | Owner |
|---|---|---|
| ☐ | Event created in Athel (or imported from HubSpot) — name, type, dates, location | Marketing |
| ☐ | Target leads set — your qualified-conversation goal, written down before anyone can argue with hindsight | Marketing |
| ☐ | Budget set — all-in: booth, sponsorship, travel, the dinner | Marketing |
| ☐ | Label groups reviewed against the event type — starter kits here; honest exits present in every group | Marketing + sales manager |
| ☐ | HubSpot: connection verified, association labels synced (Settings → Labels → Sync now), one end-to-end test contact run | Ops |
| ☐ | Booth Mode: booth created, theme + branding set, prizes decided (playbook) | Marketing |
T-2 days — logistics
| Done | Item |
|---|---|
| ☐ | Every attending rep has the app installed and signed in |
| ☐ | Reps briefed: active event, the thirty-second rule, wrap-up before the flight home |
| ☐ | Booth: qualifying questions and entry scoring configured; grand-prize time set and announced in the blurb |
| ☐ | Booth: kiosk tested fullscreen on the actual stand hardware; QR scans from a real phone |
| ☐ | Prize claim links tested (the email winners receive) |
| ☐ | Team dinner / side-event guest lists loaded as contacts, if pre-known |
Morning of — five minutes
| Done | Item |
|---|---|
| ☐ | Every rep sets the active event on the Meet screen — the one step everything depends on |
| ☐ | Booth flipped to Live; kiosk on screen; first test scan done |
| ☐ | Phones charged, one battery pack per two reps (a dead phone is a dead record) |
During — the standing habits
- Capture in the moment — card, name, or voice, under thirty seconds
- Answer the label prompts when they appear; Skip All honestly when mid-rush
- Voice note anything you’d mention to your manager
- End of each day: debrief in the taxi, not admin at the desk
After — before you’re home
| Done | Item |
|---|---|
| ☐ | Wrap-up at 100% — every contact reviewed, every question answered |
| ☐ | Debrief recorded and saved |
| ☐ | Event feedback submitted (team events) |
| ☐ | Booth set to Ended; leads list eyeballed once |
| ☐ | Tomorrow’s day-1 follow-ups confirmed in Today — the cadence takes it from here |