On-site guide for events

This article gives advice to event organisers on how to ensure their on-site setup is ready before the start of their event.

Plan your setup weeks in advance

1. Ensure a strong WiFi connection on-site
2. Manage necessary equipment
3. Plan and manage your staff

Hours before the event

1. Train your staff and management team
2. Set up and test the scanner
3. Set up and test the printer

To do and not to do

1. Best practices
2. Common mistakes

Plan your setup weeks in advance

1. Ensure a strong WiFi or 4G connection

Before the start of any event, always make sure that you have a WiFi connection that is:

1. 1. Stable
   2. Strong
   3. Password protected

Test the quality and strength of your WiFi with your equipment (e.g. phone, computer, printer, scanner). You can also test the speed of your internet connection here.

If your connection is weak, you can get a 4G hotspot. You will find more information about the 4G WiFi terminal in this article.

2. Equipment management

Ensure that you have all the equipment you need weeks before the event to avoid any issues. Below is a list of recommended equipment to have available on-site:  

• Mobile phones
• Printer and ink
• Laptops
• Extension cords
• 4G Hotspot or other WiFi sources
• Battery chargers for electronic devices 

The table below gives you an indication of the quantity of equipment needed for your event depending on attendee numbers.

The figures are only indicative. Also, note that having additional equipment on hand is advisable in case something breaks or is not working properly

These devices will be using up a lot of battery charge quickly, so ensure that you set them up close to a power source or use extension cables.

3. Staff planning and management

Ensure you have enough staff members available to sell and scan tickets onsite.

The table below gives you an indication of the number of staff needed for your event.
The figures are only indicative.

You will need to give your team members access to your Smeetz for Business account and to ensure they are prepared for the event/ activity. Please follow the steps, below:

1. Grant access to your Smeetz account to your staff. You will find more information in this article.

2.     Show them how to install Smeetz for Business on the main screen of their mobile phone, to facilitate the scanning process. You will find more information in this article.

Hours before the event

1. Train your staff and management team

• Give your staff login information (email and password)
• Train your staff on how to use the POS and/or scanner 

2. Setup and test scanner

Scanning can be done with multiple devices, such as mobile phones, tablets or professional scanners:

• Usage of mobile phones: you will find more information in this article.
• Usage of Zebra TC21 scanner: you will find more information in this article.

3. Setup and test printer

If you sell tickets onsite, you may need to print tickets with a thermal printer (Zebra ZD420)

To set it up, please follow the steps listed in this article.

Make sure to test the printer before the start of sales:

• Test to see if paper has been inserted correctly: simply press the button located between the button of a pause sign and X sign
                           
• Test to see if the ticket will be printed clearly by buying a test ticket.

To setup a test ticket:

1. Create a ticket that is free. Remember to archive it, afterward.
2. Make it unavailable for online sale by un-ticking online availability on the ticket 
3. Go on the POS and buy this ticket. You will find more information in this article.
4. Once a ticket has been sold, the option to print the ticket will appear. Select it and a ticket will automatically be printed.

Dos & Don'ts