Training and Familiarization

  • Staff Training: Ensure that all Event Staff Volunteers involved in ticket scanning are well-trained on the new feature. 

  • Hands-on Practice: Provide opportunities for Event Staff to practice with the eTicket scanning software in a simulated environment before the event. Examples of practice opportunities would be a Board Meeting or a small event where you can practice eTickets. 

  • System Testing: Test the eTicket scanning feature thoroughly before the event. This includes testing the software, hardware (mobile devices), and connectivity (Wi-Fi, mobile data).

Communication with Attendees

  • Pre-Event Information: Inform attendees in advance about the eTicket system. Send clear instructions on how to access and use their eTickets, including how to display them on their devices or print them out.

  • Support Resources: Provide a help guide or FAQ on your website to assist attendees with common issues they might encounter with eTickets.

Communication with AJLI

  • Pre-Event Check-In: Communicate with AJLI to ensure everything is set up correctly. Ask for any last-minute advice or updates that might be relevant.

  • Post-Event Debrief: After the event, provide feedback to AJLI about your experience using the eTicket scanning feature to help them improve the product.

Event Venue Preparation

  • Site Survey: Conduct a site survey before the event to identify any potential dead zones or areas with weak signal strength. Address these issues by adjusting the network setup or relocating scanners.

  • Optimal Locations: Place eTicket scanning areas with the strongest and most reliable internet signal. Avoid placing them areas prone to poor connectivity, such as underground or remote locations.

  • Signal Boosters: Consider using Wi-Fi extenders or signal boosters to improve connectivity in challenging locations.

  • Charging Station: It is recommended that you bring portable device chargers. 

eTicket Preparation

  • Generate Blank Tickets: Event organizers may generate blank e-tickets as a contingency in case of technical issues. These can be quickly distributed if needed. When working with partners or vendors who require a ticket sample but don't need actual event details, blank e-tickets can serve as placeholders. See Generate eTickets

  • Storage: Make sure to store generated blank eTickets in an accessible area(s) for Staff usage.