Event Day Quick Guide
A practical checklist for the people running and working at an event.
Before the Gates Open
| Role | Final checks |
|---|---|
| Promoter | Correct event is open; vendors confirmed; gate staff assigned; documents and broadcasts ready. |
| Gate staff | Signed in with scan access; correct event selected; phone charged; escalation contact known. |
| Vendor | Truck/site position confirmed; roster complete; staff passes available; NFC tag and payment setup ready. |
| Staff | Correct shift confirmed; documents acknowledged; QR pass visible; vendor truck and arrival gate known. |
Event Day Run Sheet
- 1
Promoter opens the event workspace
monitor Vendors, Check-ins, Gate Staff, Broadcast and Revenue.
- 2
Gate staff scan work passes
scan only Crewbase staff/vendor passes for the selected event.
- 3
Staff report to the correct vendor
after entry, go directly to the assigned truck or work area.
- 4
Staff clock in using NFC
tap the NFC tag fixed to the correct truck and wait for confirmation.
- 5
Vendor monitors attendance
check the roster/timesheet and resolve missing start records promptly.
- 6
Promoter communicates changes
broadcast to Everyone, Staff Only or All Vendors as required.
- 7
Staff clock out using NFC
tap again at the end of work and confirm the finish record.
- 8
Managers close out records
review check-ins, timesheets, revenue, cash settlement and reports.
Do Not
- Use a QR pass as a public attendee ticket.
- Share a personal pass, password or verification code.
- Let another person clock in or out for a worker.
- Ignore a rejected pass or failed NFC tap — escalate it immediately.
Fast Problem Guide
QR pass missing
Worker checks confirmed shift and correct account; vendor confirms the roster.
QR will not scan
Refresh the pass, raise brightness and confirm the gate scanner has the correct event.
NFC tap fails
Confirm NFC is enabled, use the correct truck tag and notify the vendor with the actual time.
Worker not on roster
Do not bypass controls; vendor/promoter confirms the assignment.
Vendor/payment issue
Confirm event payment mode, correct Square account/terminal and connection.
Urgent event update
Promoter sends a targeted Broadcast and follows the event escalation plan.
Support
Still need help?
Our team usually replies within one business day.
hello@trycrewbase.com