The checks that make an event go smoothly, in the order they come up. Print it, or keep it open on a second screen.
The week before
- Create the event with the right dates and timezone — the times on every surface come from it. →
- Add the team under Settings → Team, and make sure each of them can sign in. →
- Load the AI knowledge: agenda, venue guide, speaker bios, the deck, the FAQ. Wait for Ready on each. →
- Set access: sign-in methods, guests, invite-only. Change the event code to something memorable if it is going on print. →
- Decide the engagement rules: do questions need approval before the audience sees them? Are poll results shown after voting? →
- Set the agents: the defaults (Protect and Report Auto, Engage and Answer Assist) are right for a first event. Turn on Event AI conversations if you want the private chat. →
- Draft polls and updates under Engage so they are one tap away on the day. →
- Put the join link and QR on the invitation and the opening slide. →
- Run a rehearsal: join from your own phone, ask a question, vote, react, ask the Event AI something the sources answer. Everything should show in the console within a second.
The hour before
- Wall up on the room display, full screen, sleep disabled, Main view: Event info. Scan the QR from the back row. →
- Stream — if there is one, confirm it plays on the event page from the room's network. →
- Mobile console signed in on the presenter's phone, Q&A open. →
- Desktop console open on the moderator's laptop: Overview on one screen, Answer on the other. →
- Go live a few minutes early with Go live now so early joiners can start asking. →
- Welcome update: publish the one you drafted — where to ask, what to expect.
While the room is live
- Watch the Needs your attention cards and the sidebar counts — they are the to-do list. →
- Approve, edit or dismiss the Answer agent's drafts as they arrive; approve questions if you hold them. →
- Keep the wall alive: put the question being answered in focus; clear it when done. →
- Launch the polls at the moments you planned; show the tally on the wall. →
- Check Protect's queue now and then, even on Auto — the log tells you what it held. →
- Glance at the Event pulse for the mood; the Sentiment tab if a topic turns. →
- Flagged Event AI conversations want a human reply, in the conversation. →
The close
- Put the rating poll in focus (or let Engage do it in the final stretch). →
- Publish the closing update: recordings, slides, where to keep asking.
- End event when the room has finished — questions asked in the minutes after are still counted.
Afterwards
- Answer the leftovers in Answer → Questions → Unanswered; the report's answered count updates. →
- Read the Report: Content follow-up is the list of things to send.
- Export participants and questions if you need them elsewhere. →
- Note what you would change for next time — the event type, the engagement rules, the agent levels. Your next event starts from the same defaults.