First Event Checklist for Your Branded Room

Your first event checklist

This first event checklist takes you from a week out to the moment the last guest leaves, in the order that works for a branded room. The heart of it is three moves at go live: start the meeting in your meeting app as host, press Start the room, then celebrate. Work through it once and your first event will feel calm, deliberate and very much yours.

A week before

A week out is for settings and decisions. Anything you settle now is one less thing to think about on the day, and it gives you time to fix a setting calmly if a test turns something up.

Confirm the meeting saved in your room is the one on your invitations, with the passcode on and saved, and the meeting platform's own waiting room off.
Check your licence's participant limit, set the room's capacity to match and decide your plan if the crowd outgrows it.
Share the room address in your invitations, not the bare meeting link, so guests arrive on your page.
Write a short run of show: welcome, main content, the moments that deserve an effect, the offer or next step, and the close.
On a Branded Room, choose your featured offers and the follow-up guests will receive afterwards.

The day before

The day before is for rehearsal. Treat the guest test as part of the event, not an optional extra, because it is the one step that shows you exactly what your audience will see.

Run a full guest test on a second device: lobby, start, Start the room, an effect with sound, the guest in your list.
Agree who starts the meeting as host and who presses Start the room, if you co-host.
Assign effects to moments and keys 1–5, and share the plan with whoever will fire them.
Send a reminder that tells guests what to expect: join from the room page in the browser, nothing to download.
Decide how you will record. The platform's recording does not include effects, so set up a screen recording of the room page if you want them in the replay.

An hour before

The last hour is for calm. Open everything, check everything once and then stop fiddling, so you arrive at your start time ready to host rather than troubleshoot.

Open your host control panel and the room page in separate tabs.
Open the room so guests can arrive and wait in your branded lobby.
Check camera, microphone, lighting and the screen you will share.
Close notifications and anything you will not need on screen.
Fifteen minutes out, start the meeting in your meeting app as host.

Go live in three moves

This is the moment your guests have been waiting for, so make it deliberate.

First, confirm the meeting is running in your meeting app and you are the host. Without this, guests see Meeting has not started.
Second, press Start the room. Every waiting guest's page switches to the live meeting by itself, joined muted.
Third, celebrate. Welcome people by name where you can, fire your opening effect and get the room smiling.

During the event

Keep one eye on the control panel. The attendee list shows who has arrived, the capacity meter warns you as the room nears your limit, and the join problems list shows anyone whose page could not open the meeting. Fire effects on cue rather than constantly, and when you mention an offer, point guests to the rail beside the meeting so nobody has to leave.

If something goes wrong, stay warm and say what is happening. Guests forgive a hiccup much faster than a silent screen.

After the last guest leaves

The event is over for your guests, but the next hour decides how well it is remembered. Close up properly and follow up while people still feel the glow.

Close the room in your control panel and end the meeting in your meeting app.
Stop and save both recordings, and note which one has the effects.
Export your guest list, or check it reached your CRM or email tool with the event tag on a Branded Room.
Send the follow-up while the event is fresh: a thank you, the replay and the next step you promised.
Write down what to keep and what to change, while you still remember.

Frequently asked questions

What goes on a first event checklist for a branded room?+

A first event checklist covers settings a week out, a full guest test the day before, opening the room and starting the meeting the hour before, and three moves at go live: start the meeting as host, press Start the room, celebrate. It ends with recordings, the guest list and a prompt follow-up.

What is the right order to go live?+

Start the meeting in your meeting app as host first, then press Start the room in your control panel, then celebrate. Every waiting guest's page switches to the live meeting by itself, joined muted. Pressing Start the room before the meeting is running shows guests a Meeting has not started message.

When should I open the room for guests?+

Open the room about an hour before, so early guests can arrive and wait in your branded lobby with your name, a countdown and an add-to-calendar button. Start the meeting in the meeting app around fifteen minutes before, then press Start the room at your start time.

What should I do right after the event?+

Close the room, end the meeting, and save both recordings, noting which one includes effects. Then export your guest list or confirm it reached your CRM or email tool, and send your follow-up while the event is fresh: a thank you, the replay and the next step you promised.