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Organizer Checklist

Prepare for attendee entry on event day.

A practical, time-boxed checklist for organizers and on-site staff. Use it to set up signage, brief the gate, and time the leaderboard reveal — everything that makes the join flow feel effortless to attendees.

The one-line join script

"Download the ReadySet app, enter the event code, and join — no account required."

Use this exact wording on signage, in pre-event emails, and from stage. Consistency removes the most common point of confusion at the door.

  1. 01T–24h

    Before doors open

    • Confirm the event code in ReadySet Studio and copy it into your run-of-show.
    • Pre-print or pre-render signage with the event code in large type alongside the prompt: "Download the ReadySet app, enter the event code, and join — no account required."
    • Send a same-day reminder to attendees with the app store links and the event code.
    • Brief greeters, gate staff, and emcees on the one-line join script (below).
  2. 02T–60m

    Where to display the event code

    • Entry signage: A-frame, welcome banner, or check-in screen at every door — code in display type, app stores noted underneath.
    • Room screens: rotate a holding slide with the code while attendees arrive. Keep it on screen until kickoff.
    • Table cards or lanyards: optional, useful for multi-room or conference floors where attendees may not see the main screen.
    • Printed program / itinerary: include the code on the welcome page so late arrivals don't need to ask.
  3. 03At the gate

    What to say at the gate

    • Lead with the one-liner: "Download the ReadySet app, enter the event code, and join — no account required."
    • Point to the code on signage rather than reading it out — fewer mishears, faster throughput.
    • If someone is stuck on the app store: hand them a QR card linking to their phone's store, then back to the code.
    • Do not ask for accounts, logins, or waivers — there are none. Send any questions about access to the organizer on duty.
  4. 04Kickoff

    When leaderboards go live

    • Leaderboards activate the moment the first activity is scored — typically within seconds of kickoff.
    • Open the room screen on the leaderboard view before you start the welcome so it's already up when scoring begins.
    • Call out the first score change from stage — it sets the tone that the room is watching.
    • Mid-event: leave the leaderboard up during transitions. It keeps energy high and pulls stragglers into the game.

Need a hand on event day? The ReadySet team is on standby for organizers running live events.

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