Event Day Operations Playbook

Command Center Setup

The command center is your nerve center for the entire event. It should be staffed from one hour before doors open until one hour after close. Every decision, escalation, and emergency routes through here.

Location Requirements

• Central location. Within 2 minutes' walk of registration, the main stage, and the vendor hall. The command center team needs to respond fast.
• Secure room with a door. Sensitive conversations (medical incidents, security issues, VIP problems) require privacy. A hotel meeting room or venue office works well.
• Reliable power and internet. Hardline internet connection preferred. Have a cellular hotspot as backup. At least 6 power outlets.
• Large enough for 4-6 people. The Event Director, Operations Lead, and 2-3 rotating support staff should all fit comfortably with laptops.

Command Center Equipment Checklist

• Walkie-talkie base station with chargers (plus 2 spare radios)
• 2 laptops with admin dashboard access (check-in stats, schedule, attendee list)
• Printed master schedule (large format, posted on the wall)
• Printed floor plan with booth numbers and room assignments
• Printed emergency contact list (see Emergency Procedures section)
• First aid kit (standard office/event kit)
• Phone chargers (Lightning, USB-C, micro-USB)
• Pens, markers, tape, scissors, zip ties, and a small tool kit
• Spare badge stock and a thermal printer for on-site reprints
• Lost and found bin (labeled, with a log sheet)
• Snacks and water for the command center team

Walkie-Talkie Channels

Assign dedicated radio channels to prevent crosstalk. Brief every radio holder on channel assignments during the pre-event meeting.

Channel	Team	Who Monitors	Used For
Channel 1	Command	Event Director, Operations Lead	High-priority decisions, escalations, general coordination
Channel 2	Security	Security team lead, venue security	Crowd control, disturbances, access control, suspicious activity
Channel 3	Registration	Registration lead, check-in volunteers	Line status, badge issues, VIP arrivals, scanner problems
Channel 4	Programming	Programming lead, session runners	Room status, A/V issues, speaker delays, schedule changes
Channel 5	Vendor Hall	Vendor relations lead	Vendor support, power issues, load-in/out, booth problems
Channel 6	Guest Services	Guest liaison	Celebrity guest movement, green room, photo op timing

Check-In Station Layout and Staffing

Station Setup

Registration is the first impression of your event. A smooth check-in sets the tone. A 20-minute line at the door sets a different tone entirely.

• Stations by volume: Plan 1 check-in station per 200 expected attendees for the first hour. A 2,000-attendee event needs at least 10 stations open at doors.
• Equipment per station: iPad or tablet with check-in app, badge scanner (QR reader), badge printer or pre-sorted badge bins, table, 2 chairs, power strip.
• Badge pre-sorting: If using pre-printed badges, sort alphabetically into labeled bins (A-D, E-H, etc.). This is faster than having one person search through a full box.
• Separate lines: Pre-registered attendees, will-call/on-site purchase, VIP/press, and vendor check-in should each have dedicated lines with signage.
• Express lane: If your platform supports it, set up a self-service kiosk where attendees scan their QR code and print their own badge. This handles 30-40% of check-ins.

Staffing Schedule

Time	Stations Open	Staff Needed	Notes
90 min before doors	Setup only	Registration lead + 2	Test all scanners, verify badge stock, brief volunteers
Doors open (first 2 hours)	All stations	2 per station + 1 floater	Peak volume. Monitor line length constantly.
Mid-day	50% of stations	1 per station + 1 floater	Reduced volume. Send extra staff to break.
Last 2 hours	2-3 stations	1 per station	Late arrivals and badge reprints only.

Session Runner Duties

Every panel room and session space should have an assigned session runner. These volunteers are the front line of your programming track.

Before Each Session

• Arrive at the room 15 minutes before the session starts
• Verify A/V equipment is working (projector, microphone, screen, laptop connection)
• Set out water bottles for speakers/panelists
• Confirm the room sign matches the current session
• If the previous session is running over, politely announce that the room needs to clear in 5 minutes

During the Session

• Introduce the panel/speaker with name, title, and session topic
• Announce housekeeping rules: silence phones, no flash photography (if applicable), Q&A format
• Monitor room capacity. If the room is full, close the door and direct attendees to overflow or the next available session
• Give time warnings to speakers: "10 minutes remaining" and "2 minutes remaining" via a printed sign held up from the back of the room
• If using session check-in, scan attendee badges at the door or use QR code tap-in

After the Session

• Thank the speaker and attendees
• Report attendance count to the programming lead via radio or app
• Clear the room for the next session. Collect any left-behind items for lost and found.
• Report any A/V issues, room damage, or incidents to command center

Emergency Procedures

Medical Emergency

1. Assess the situation. Is the person conscious? Breathing? Bleeding? Do not move an injured person unless there is immediate danger.
2. Call for help. Radio to Command (Channel 1): "Medical emergency in [location]. Need [first aid / EMT / ambulance]."
3. Call 911 if serious. Do not wait for permission. Chest pain, loss of consciousness, severe bleeding, or allergic reactions (anaphylaxis) require immediate 911 dispatch.
4. Clear the area. Ask bystanders to step back. Designate one person to meet the EMTs at the venue entrance and guide them to the patient.
5. Document. After the situation is resolved, complete an incident report with time, location, nature of injury, treatment provided, and outcome.

Fire

1. Pull the fire alarm if one is accessible and fire is confirmed. This triggers the venue's evacuation system.
2. Radio to all channels: "Fire reported in [location]. Begin evacuation. All staff guide attendees to nearest exits."
3. Do not attempt to fight the fire unless it is small and you have a fire extinguisher and training. Evacuate.
4. Direct attendees to exits. Session runners clear rooms. Registration staff open barriers. Vendor hall staff direct vendors to leave merchandise and exit.
5. Account for staff. All team leads report to the designated outdoor assembly point with a headcount.
6. Do not re-enter until the fire department gives an all-clear.

Severe Weather

1. Monitor weather alerts. Designate one person in the command center to monitor local weather alerts via phone app throughout the event.
2. Tornado warning: Move all attendees to interior rooms, hallways, or designated shelter areas. Avoid glass, exterior walls, and large open rooms.
3. Severe thunderstorm: If event has outdoor components, move all outdoor activities inside immediately. Do not wait for lightning to be visible.
4. Communicate via PA and push notification: "Due to severe weather, all outdoor activities are suspended. Please move indoors."

Security Incident

1. Do not confront aggressive individuals directly. Radio security (Channel 2) with location and description.
2. Active threat / active shooter: Follow Run-Hide-Fight protocol. Radio "Code Red" on all channels. Call 911 immediately.
3. Harassment or assault: Escort the victim to a private area. Do not leave them alone. Contact security and, if the victim wishes, call police.
4. Theft: Document details (description of suspect, items taken, location). File a police report. Check venue security camera footage.
5. Cosplay weapon concern: Approach respectfully. If a prop violates the weapons policy (no real blades, no functional projectiles), ask them to check it at security or return it to their vehicle.

Vendor and Exhibitor Support

Happy vendors rebook. Responsive support during the event is what separates a well-run convention from the rest.

• Vendor info desk. Staff a desk or table in the vendor hall during all event hours. This is the first point of contact for power issues, neighbor disputes, and supply requests.
• Power outage response. If a circuit trips, have a maintenance contact or electrician on-call. Know where the breaker panels are.
• Wi-Fi issues. Have the venue IT contact number posted at the vendor desk. Restart instructions for the most common issues should be documented.
• Vendor breaks. Vendors need restroom and food breaks. Allow vendors to leave their booth briefly without penalty. Offer "booth watching" from volunteer floaters.
• Aisle enforcement. Vendors will put displays in the aisle. Politely enforce aisle width requirements. This is a safety and accessibility issue, not a preference.

Lost and Found / Guest Services

• Central lost and found location. Staff it during event hours. Log every item received with time, description, and where it was found.
• Announce found items. Use push notifications or PA announcements for high-value items (phones, wallets, keys).
• Require ID for pickup. Ask the person to describe the item before handing it over. Log pickups with name and time.
• Post-event unclaimed items. Hold items for 30 days. Post a notice on the website for how to claim. Donate unclaimed items after the hold period.
• Guest services questions. Train info desk and registration volunteers on the top 20 most common questions: Wi-Fi password, session locations, restrooms, parking, food, schedule changes, and ATM locations.

End-of-Day Teardown Checklist

Teardown should be organized and efficient. Assign teams to each area and give each team a printed copy of the relevant checklist.

Registration Area

• Power down all tablets and scanners. Collect into labeled bins.
• Pack remaining badge stock. Note quantities for next event planning.
• Break down tables, stanchions, and signage.
• Sweep the area for trash, lost items, and loose cables.
• Return rented equipment to the designated storage area.

Session Rooms

• Power down all A/V equipment (projectors, speakers, microphones).
• Collect adapter cables, remotes, and extension cords.
• Remove room signs and directional signage.
• Check for lost items under chairs and tables.
• Reset room furniture to venue's default configuration (or as specified in contract).

Vendor Hall

• Confirm all vendors have exited and removed their materials.
• Walk every aisle checking for abandoned merchandise, trash, or damage.
• Remove row markers, directional signs, and sponsor banners.
• Disconnect and coil all power cables. Return to venue storage.
• Photograph any venue damage for documentation.
• Coordinate with venue for floor cleanup (sweeping, trash removal).

Command Center

• Collect all walkie-talkies and place on chargers for storage.
• Back up all digital files (check-in data, attendance reports, incident logs).
• Pack the supply kit (tape, markers, tools, chargers).
• Review and finalize all incident reports.
• Confirm lost and found items are secured and logged.
• Final walkthrough of the entire venue with the Operations Lead.