PRE-EVENT

Guide & Checklist

Thank you for booking your event with us!
As the global leader in live on-site personalization experiences, we are thrilled to assist you with your upcoming event. Our aim is to create a truly magical experience for your attendees.

In order for us to get started, please review and complete the 7 steps below!

1 Fill out the Activation Form

Our activation form helps us get all the key details about your event so we can tailor our services to fit your vision. Please fill it out as soon as possible so we have everything we need to start planning and prepping for your event.

Fill out Activation Form >

2 Schedule an Event Review Call

Once the activation form is complete, please schedule an event review call. This call brings your team and ours together to confirm all the details, align expectations, and make sure everyone’s clear on the next steps.

Schedule an Event Review Call >

3 Preview Your Personalized Product

To ensure our customization aligns perfectly with yourvision, we require a sample test in

advance of your event. Please review the two scenarios below and follow the one that applies to you.

If we’re providing the product: let us know the best address to send your samples for
review and approval.
If you’re providing the product: please ship 2 samples to the following address as soon as possible:
- Digital Events
  271 SW 33rd St
  Fort Lauderdale, FL 33315

Please note, after our team completes the customization on your sample, we will send you a “Sample Approval Form” via email for review. This form must be signed by you or your team prior to the event.

4 See How We Bring Events to Life

Looking for inspiration for your upcoming event? Check out our gallery below to see past activations and various setups.

Event Setup Overview

We make event activations seamless, efficient, and visually impressive—and we’re flexible to fit your vision. Whether you need a simple tabletop setup or a full custom booth build-out, our space and services can be tailored to meet your exact needs. Here’s what you need to know to help us deliver a flawless experience for your attendees:

Power, Wi-Fi and Setup Requirements

Power: Our standard setup requires one dedicated 15-amp circuit.
- If your event includes additional equipment or more complex activations, we may require extra power. No worries – we’re happy to confirm the exact specs with you during a quick call to make sure everything is covered.
Wi-Fi: A reliable Wi-Fi connection with at least 20mbps is essential for a smooth experience. If you’re unable to provide this, we can provide our own internet for an additional fee to ensure everything runs seamlessly.

Our Setup: Three Key Areas

Engagement Station
- The Engagement Station is where the experience begins. As attendees walk by, they’ll be drawn to the stunning 22” tablets showcasing your brand’s screensaver. They’ll step up, interact with the customization forms, and personalize their giveaway swag. This area is not only eye-catching but highly interactive, setting the stage for a truly personalized brand experience.
Production Zone
- This is where the magic happens. In the Production Zone, our team customizes each item to the attendee’s exact preferences, transforming an ordinary giveaway into a unique, bespoke gift. All customization is done on-site, and this area can either be integrated into your booth or placed elsewhere at the event.
Distribution Area
- And then, it’s time to take home the goods! The Distribution Area is where attendees pick up their custom items. It’s a quick and effortless process that ensures attendees leave with a smile, excited to showcase their personalized swag. We pride ourselves on fast, seamless delivery that keeps the experience moving smoothly.

5 Tap Into the Experience with Our 22” Tablets

Your Event’s Secret Weapon: Sleek, Interactive Tablets That Do It All! Our 22” Tablets aren’t just functional – they’re head turners. With their modern design, tabletop stands, and crisp, easy-to-read displays, they grab attention and invite interaction. Whether guests are placing an order, customizing an item, or simply checking out your brand, these tablets serve as your event’s built-in digital billboard—smart, sleek, and made to engage.

Mounted horizontally or vertically
Countertop or floor stand

Let’s Turn Heads and Wow Your Guests with Custom Forms and Screensavers

Give our 22″ tablets a custom look with branded screensavers and forms that match your booth’s vibe and leave a lasting impression. Check out the design options below and let us know how you’d like to move forward!

Option 1 – Let Us Handle It!
- Want us to do the heavy lifting? Just fill out the activation form (Step 1) and share your brand assets ( High res PNG. Logo / Brand Elements / Color Preferences ) and any specific form fields you’d like us to include. We’ll take it from there!
Option 2 – DIY Vibes
- Want to create your own design? Totally cool. Here’s what we need from you:
  - Screensaver: MP4 video or PNG image (1080×1920 px)
  - Form: PNG or PDF (1080×1920 px)
    - Quick note: Please include the form fields in your design, or just let us know which ones to add.

Custom Branded Forms

Let guests personalize their experience with a branded form that appears right on the tablet screen. Whether it’s collecting names, emails, or letting them choose customization options for your event’s giveaway, the form is tailored to your needs and fully on-brand

Continuous Brand Screensaver

Even when no one’s personalizing an item, the tablets are still working for you. We’ll display a custom screensaver that acts like a digital ad – showcasing your brand, promos, visuals, or event messaging. This can be a photo or a video loop.

6 Track-IT! Texting: Seamless Updates for a Better Experience

pre-event-track-it

Our Track-IT! service keeps both attendees and clients informed with real-time updates throughout the personalization process. By using text messaging, we ensure clear communication, manage expectations, and streamline the experience.

Text Upon Submission:

As soon as an attendee submits their order, they receive an instant confirmation text.

Example Copy:
- “Thank you for your order! Your job number is#001. Your item is being personalized and will be ready soon. We’ll keep you updated every step of the way!”

Text When Product is Ready:

Once the product is completed, attendees will receive a notification to let them know it’s ready for pickup.

Example Copy:
- “Your personalized item #001 is ready for pickup! Please head to the distribution area and provide your job number for a quick and easy grab.”

Text To Get Order Status:

Attendees can text their job number to our team at any time to check the status of their order.

Example Copy:
- “Thanks for checking on your item #001! You are #4 in line and your item will be ready in approximately 1 minute.”

If you have custom text message copy for your Track-IT! experience, please send it to our teamvia email before your event. This will ensure the messages are prepared and ready to go!

7 Share-IT: Video Sharing for Enhanced Brand Exposure Text

Enhance the impact of your giveaways with Share-IT! Attendees can capture and share a recorded video of their item being customized live at the event. This video can be watermarked with your logo or event tagline, helping to boost brand visibility and engagement across social networks. When attendees receive their product is ready text message, they’ll also get the video link and a hashtag of your choosing, supporting ROI capture and showcasing the excitement of your event’s giveaways.

Check it out below!

All set! We’re ready to rock the event!

Thank you for reviewing our pre-event checklist and guide! We’re excited to help create a successful event for you.

Please take a moment to review the important deadlines below. If you have any additional questions, don’t hesitate to reach out to our team via email!

Activation Form: Within 48 hours of signing
Brand assets for tablets: 14 days before event date
Sample approval form: 14 days before event date
All artwork that we’ll be personalizing on site: 30-45 days before event