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What is the go-live checklist for conference registration?

By Updated 3 October 20262 min read

Short answer

Before the URL is public: lock ticket types, merchant account, consent copy, and a mobile checkout path; link programme entitlements to the same person record; rehearse offline check-in and badge print; name CRM or CSV ownership for register / pay / check-in; then run one full dry run from purchase to export. A printable checklist is linked on this page.

Summarise with
Free downloadConference registration go-live checklistOffer, form, programme, door, integrations, rehearsal. Plain text, free to copy.

Most registration failures are not exotic. The page went live before refund copy was agreed, the door app never saw a Wi-Fi-off rehearsal, or CRM still expects a spreadsheet the morning after. A checklist will not replace judgement—but it stops the same miss twice.

Work top to bottom. Assign an owner to every section. The downloadable file is the same list without the commentary.

A. Offer and legal — before the URL is public

  • Event name, dates, timezone, venue or online — visible above the fold.
  • Ticket types with price, stock, visibility, and approval rules tested.
  • Staged pricing dates entered; early-bird cutover rehearsed.
  • Merchant of record / connected payment account confirmed with finance.
  • Refund and cancellation text matches policy—not a placeholder.
  • Consent: transactional vs marketing vs share-with-sponsors kept separate.
  • Processor / DPA status checked if you handle EU or UK attendee data.

B. Form and checkout — the buyer path

  • Required fields only; every optional field has a named consumer later.
  • Company invoice path if employers pay.
  • One buyer, several attendees — confirmations land correctly.
  • Mobile checkout with a real test card completed end to end.
  • Confirmation, ticket, and calendar link checked on a phone.

C. Programme links — if multi-track

  • Sessions on one grid; room and speaker clashes checked.
  • Ticket entitlements match which sessions people may enter.
  • Public agenda and personal schedule share one source.
  • Walking / changeover time matches the real floor—not the slide deck.

Clash detail lives in the multi-track agenda guide; this checklist only asks whether entitlements and the grid are tied before go-live.

D. Door and badges

  • Peak arrival and lane count agreed.
  • Offline scan test: network off, twenty-plus scans, sync back.
  • Duplicate scan across two devices flagged, not silent.
  • Badge printed on the printer you will use on site.
  • Scanner roles cannot export PII or issue refunds.
  • Walk-up, unpaid, and VIP lanes named.

E. Integrations and follow-up

  • CRM identity key agreed (usually work email).
  • Register / paid / check-in / cancel mapped—or a CSV owner named.
  • Consent flags distinct in any sync payload.
  • Invite or UTM sources reportable through to check-in.
  • Post-event report owner and date set if sponsors were promised numbers.

F. Rehearsal — T-7 to T-1

  • Full dry run: register → pay or approve → agenda → offline scan → export.
  • Event-morning support channel written (hours, timezone, escalation).
  • Refund and no-show owner named.
  • Backup devices charged; local list download confirmed.

Done means dated owners, not ticks in a vacuum

A checklist without names is theatre. Put registration, programme, door, finance, and RevOps next to the sections they own—and the public go-live date next to section A.

Frequently asked questions

Offer and legal, mobile checkout, programme entitlements if multi-track, offline door and badges, CRM or CSV ownership for register/pay/check-in, and one full dry run before public launch.

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