October brings cooler weather, higher attendance, and a packed calendar of industry conferences and seasonal activations. Use this short, actionable checklist 24–48 hours before your fall events to remove friction and lower risk. These eight items take minutes to verify but prevent the common, last‑minute headaches that derail operations.
1. Weather & HVAC: Confirm final forecast and venue HVAC settings; if outdoor, publish a clear wet‑weather plan and staff shelter points.
2. Staffing Roster: Reconfirm crew arrival windows and point people; flag any pending hires and assign experienced float staff.
3. Badge & Access: Verify badge counts against RSVPs and exhibitor lists; prepare backup printed lists and a manual check‑in lane.
4. Tech Health Check: Run a 10‑minute test of badge printers, scanners, ticketing app, and Wi‑Fi; have a spare mobile hotspot and chargers on hand.
5. Safety & Med: Confirm medical contact, nearest AEDs, and security staffing; brief supervisors on evacuation routes and incident reporting procedure.
6. Exhibitor Needs: Deliver exhibitor kit (power, tape, trash, lead capture forms) and confirm pickup/drop schedules; assign one exhibitor float for the first 90 minutes.
7. Vendor Timing: Reconfirm load‑in/load‑out windows and on‑site contact numbers for AV, catering, and rigging.
8. Guest Experience: Review signage, wayfinding, hydration stations, and VIP hospitality touches; run one short walkthrough from lot to main hall.
Run these checks in a single shared doc with named owners and time stamps for completion. Finish with a ten‑minute all‑staff huddle 30 minutes before doors open to cover one‑line escalations and final role clarifications. Small confirmations here save hours and protect your client relationship.