The 24–48 hours before the event are when most workshop execution issues either get caught and resolved — or get carried into the event and damage the customer experience. This section gives you a clear pre-event checklist to ensure a smooth day-of experience and walks you through the check-in process you'll run on the day.

Key Content

In the days leading up to the event, coordinate closely with your proctor to confirm the operational details. Start with the final registration count, which determines room setup, catering quantities, and how many lab seats need to be ready. Then walk through the logistics — room setup, refreshments, AV requirements, network connectivity, and any branded materials. For virtual events, confirm the meeting platform, dial-in details, and any pre-event communications going out to attendees. Decide who will deliver the opening presentation; while your proctor typically handles the technical opening, you will often handle the welcome and customer-facing introduction. Finally, agree on the handoff plan for the survey ask at the end of the workshop — both you and your proctor should be aligned on who reinforces the survey request and how it will be framed.

Beyond logistics, prepare your own contribution to the event. Draft a brief introduction for your customers that welcomes them and reinforces the value of attending. A strong AE-led welcome sets the tone for the entire day, builds rapport, and signals to the room that this is a relationship-driven engagement rather than just a training session. Spend time reviewing your attendees' account profiles so you can engage in informed conversation during breaks — note any open opportunities, recent customer conversations, or known business priorities for each attendee. This preparation transforms break-time chats from generic small talk into meaningful relationship-building moments.

One critical operational point: attendees must be checked in by an Owner or Proctor on the day of the event in order to access the course materials. As an event owner, you can run check-ins yourself, and you should be ready to do so — particularly if attendee volume is high. Check-ins must be done one-by-one as attendees actually arrive; do not pre-check-in customers who you "know" are coming, because things happen and accurate data is essential to planning future events. The three metrics this discipline produces — Registrations, Attendees and Completions — are what allow you to target customers better and understand who in an organization to invite next time.

Steps to Prepare in the Days Before the Event

  1. Confirm the final registration count in the platform 48 hours before the event.
  2. Walk through logistics with your proctor: room setup, refreshments, AV, network connectivity, and branded materials. For virtual events, confirm the meeting platform and dial-in details.
  3. Agree on who delivers the opening welcome (typically you) and who delivers the technical opening presentation (typically your proctor).
  4. Agree on the survey reinforcement plan with your proctor.
  5. Draft a brief AE-led welcome that introduces yourself, thanks the customers for attending, and frames the value of the day.
  6. Review each attendee's account profile and note any open opportunities, recent conversations, or known priorities.
  7. Confirm with your proctor how check-ins will be handled on the day — whether you'll run them, your proctor will, or you'll split the work.

Steps to Check Attendees In on the Day of the Event

  1. Click on Workshop Events in the main menu.
  2. Click on Check-In Registrants. The page will take a few seconds to load.
  3. Select your event from the Select Event dropdown (you can also search for it).
  4. Before moving forward, confirm the attendee or attendees are physically (or virtually) present at the event.
  5. Click the red circle icon in the Checked In column for each attendee as they arrive. This creates a timestamp of when the attendee checked in.
  6. To check in multiple people at once, select the names of the attendees who are present and click the Check-in icon.
  7. Continue checking attendees in throughout the start of the event; do not pre-check-in anyone who has not arrived.

Steps to Manage the Waitlist if Your Event Fills Up

  1. Monitor the platform regularly to see if any registered attendees cancel.
  2. When a slot opens up, navigate to Workshop Events → Check-In Registrants (or Manage Registrants) and filter to see the list of users on the waiting list.
  3. Select the next person on the waiting list and call them to confirm they still want to attend.
  4. If they confirm, change their status from Waiting List to Paid to move them into the event.