How to use this checklist
Tick items off as you go, the list covers six core areas that determine whether an event runs smoothly: participant onboarding, gameplay pacing, checkpoint placement, connectivity, scheduling, and support logistics. You don't have to address every item on every event, but skim each section so you make a deliberate choice rather than discovering a gap on launch day.
For organizers
Event planning checklist
Work through these before launch day. The fundamentals are the same whether you're running a team meetup or a venue-scale activation. Progress is saved locally on this device.
Phase 1
2–4 weeks out · Design the experience
Lock the shape of the event before you open Studio. Most pacing and engagement problems are decided here, not on event day.
Phase 2
Week of · Test, publish, prepare
The week before the event is for catching problems while you can still fix them, and getting participants ready to play, not to install.
Phase 3
Event day · Brief, launch, monitor
Once you're on-site, your job is to remove friction and amplify energy. A confident briefing and an open Support Chat carry most events.
Phase 4
After the event · Debrief, report, improve
Insights are most actionable within 24 hours. The team that runs three great events in a row is the team that closes the loop on every one.
Format-specific guidance
What changes for your event type
The phases above apply to every event. These are the extra reminders that matter most for specific formats.
Conferences
- Lean toward Pick Up & Play so attendees can join between sessions.
- Test GPS inside the actual venue, convention centers have thick walls that degrade signal.
- Use Support Chat broadcasts as a session-signal tool ('Talk starts in 5 min, head to Main Hall').
- Project the leaderboard in a hallway or lounge screen to keep the experience visible between talks.
Team offsites
- Swap generic trivia for company-specific questions, it's where most of the laughter comes from.
- Pre-assign teams deliberately to mix departments, not by who arrived together.
- Encourage teams to stay physically together between checkpoints, scoring is multiplayer, solo sprints hurt the team.
- Share final standings in the all-hands or company Slack as a post-event moment.
City-scale activations
- Walk the full route or at least spot-check 3–4 checkpoints for GPS and public accessibility.
- Use Pick Up & Play with an extended window for multi-hour or multi-day formats.
- Assign area marshals at key geographic zones, one central Support Chat can't cover a whole city.
- Cross-compare insights across days or zones to see which areas drove the most engagement.