This checklist will help you sense-check your event info before going live and avoid common issues that can impact registrations or participant experience.
For more advanced configuration options, see our Advanced Guide to Event Setup.
1. Core Event Setup
When replicating a previous event, review the following areas carefully:
Basic Event Information Confirm event name, date, time, and description are correct. Remove any outdated references (e.g. previous year or edition).Why this matters: Outdated information is a common cause of participant confusion and negative effects on organic online SEO.
Entry Form Requirements Review what information you are collecting. Add any new fields if needed, and remove anything no longer relevant.Tip: Keep forms as short as possible to maximise conversions.
Terms & Conditions Ensure your refund, cancellation, and participation policies are up to date and reflect your current event.
Refund Protection Confirm this is enabled (if applicable) on all relevant tickets.
Emails & Communications Review confirmation emails and any automated communications for outdated wording or personalisation. Common issue: Old event info or dates appearing in emails.
FAQs Update based on learnings from your previous event. Add answers to common participant questions to reduce inbound queries.
Course Map (GPX/TPX File) Upload an updated route if there have been any course changes.
Page Styling & Branding Check your cover image, logos, and visual assets are current and aligned with your event branding.
Payment Account Ensure your payment account is connected and ready to accept entries. Critical: Events cannot take payments without this.
2. Participant Journey Checks
Before opening registrations, walk through the full experience as a participant.
Use the Preview Page button to review your event landing page.
Check your cover image displays correctly across desktop and mobile.
Review all content on the page—ensure there are no blank sections or outdated information.
Confirm your logo appears correctly on the entry form.
Validate your entry form experience:
Are you collecting the right information?
Is anything unnecessary or missing?
Complete a test entry using a 100% discount code:
Submit a registration
Check the confirmation page
Review the entry confirmation email
Tip: Always test on both desktop and mobile to ensure a smooth experience across devices.
Important: Remember to remove your test entry from the participant list after completing this step.
3. Going Further
Once your event is live, you can enhance your setup using automation and participant self-management tools.
This includes:
Scheduled communications
Participant Self Management options
Operational efficiencies for your event team
For more information, see our guide to automation on Eventrac.
✅ Ready to Launch
If you’ve completed all of the checks above, your event should be fully set up and ready to open for registrations.
Taking the time to validate your setup now will help reduce participant issues, minimise support queries, and ensure a smooth launch experience.