Skip to main contentEvent Checklist
Running a successful event—whether a small retreat or a large conference—requires planning, communication and follow‑through. This checklist helps you use Oasis to its fullest before, during and after your event.
Planning Phase (4–6 Weeks Out)
□ Create the Event
– In the Events section of the admin dashboard, click Add Event. Set the name, start and end dates, location, event color and optional welcome message.
– Decide whether the event will be open to anyone (self‑signup) or restricted to a list of invited attendees. Add admin helpers if others will manage event content.
– Upload a logo or banner specific to the event if desired.
– Add event links (venue map, livestream, registration form, FAQ). Use meaningful names and emojis.
– Choose a highlight color that differentiates this event from your main app color (optional).
□ Build the Schedule
– Under the event’s Schedule section, add each session or agenda item. Include times, titles, descriptions and locations. Group items by day and track if necessary.
– Tag items with Event Groups if you have multiple tracks or attendee categories.
– Check for overlaps or missing times. Use consistent naming conventions.
□ Define Event Groups
– Navigate to Groups and create any attendee roles or tracks (e.g., Speakers, Volunteers, Track A, Track B). Assign appropriate emojis.
– Consider also creating notification groups (if you plan to send event‑specific pushes) separate from these event groups.
□ Invite Attendees (if restricted)
– In Attendees, add participants individually or import them via CSV. Assign them to event groups as needed.
– Test the invitation/login flow with a few users to ensure they receive the login code and can access the event.
□ Dry Run
– Install the app and join the event as a regular user. Navigate through the schedule, links and settings to verify everything appears as expected.
– Check event branding, logos and colors on both iOS and Android. Fix any issues before going live.
□ Announce the Event
– Use a General push notification to let your community know the event is coming and remind them to sign up (if required).
– Share the event details on your website and social channels, pointing people to download the app.
□ Send Reminders
– Schedule a notification to go out a few days before the event. Include a quick link to the event or instructions on how to log in.
– Create event‑specific groups (e.g., Attendees) and send targeted messages with last‑minute details (like “Don’t forget your badge!”).
□ Final Checks
– Confirm the schedule is finalized. Make any last changes.
– Ensure all links (maps, livestreams, PDFs) open correctly.
– Double‑check attendee lists and group assignments.
During the Event
□ Provide Real‑Time Updates
– Send push notifications for important reminders, such as starting sessions, room changes, or schedule adjustments. Target specific groups when appropriate.
– Use the event’s Links section to share day‑of resources (e.g., parking updates, menu changes). Add or edit links as needed.
□ Monitor and Adjust
– Keep an eye on attendee feedback (through conversations or surveys). If many people seem confused about a particular session or location, send a clarification notification.
– Update schedule items if sessions run late or move locations. Notify affected attendees promptly.
□ Engage Attendees
– Encourage participation with occasional motivational or community messages (“Join us in the lobby for coffee break!”). Use sparingly so notifications remain meaningful.
– Consider posting quick polls or surveys via a link to collect on‑the‑spot feedback.
Wrap‑Up Phase (Post‑Event)
□ Send Thank‑Yous and Surveys
– After the final session, send a message thanking attendees for participating. Include a link to a feedback survey to gather insights for future events.
– If you recorded sessions, share links to the recordings or slides via the event’s Links or a new message.
□ Archive and Learn
– In the admin dashboard, the event moves to Past Events. You can still access it to review attendance and messages.
– Export or save attendee lists if needed for future contact (within the bounds of your privacy policy).
– Hold a debrief with your team: what worked, what didn’t, and what improvements to make. Update your Event Checklist accordingly.
□ Reset for Next Time
– If your app remains in event‑only mode between events, update the app’s home screen or send a notification to let users know when the next event will be announced.
– When you create a new event, you can reference the previous event’s settings and clone the schedule if many items are similar. Oasis’s event cloning (if enabled) speeds up repeated events like annual conferences.
By following this checklist, you’ll set yourself up for a seamless event experience inside Oasis. Planning ahead, communicating clearly and staying responsive during the event are key ingredients in turning first‑time attendees into enthusiastic returners. 