Saturday’s party is five days away and the flyer is already circulating. That is usually when organizers either coast or scramble. The difference is a short list you run the same way every week: confirm the room, watch sales, push once with a reason, lock the door team, then show up with charged phones and a comps list that matches reality.

This is a day-by-day checklist for a hypothetical Saturday party. Steal the shape. Change the times to match your room.

Monday: lock the room times and the lineup

Call or text the venue contact and confirm the hard facts in writing:

• Load-in and soundcheck window
• Doors open
• Hard end / last song
• Which door guests use

Then open the event on Beatmatch and make the public page match. Add any new performers, then reorder performers to match the set times, so the order on the page is the order guests will hear. If a co-host is running door or promo, add them now with the right role (Add Co-Hosts): Door Manager for check-in, Collaborator if they need fuller access.

Use Monday to remove surprises before you post anything new.

Tuesday: read the sales and nudge early buyers if it is soft

Open Manage Your Orders and look at three things only:

• The At a glance sales summary at the top of the Orders tab
• Which tier is moving (early bird gone? door still full?)
• Who already bought (you will need that list later in the week)

If sales are soft and you still have early bird or a mid-tier, send a short personal text or DM to people who said they were coming. Not a blast yet. One line: “Still holding a spot for Saturday — early bird ends Wednesday” or “GA is open, doors at 10.” Save the mass text for later when you have a concrete update.

If early bird is sold out and GA is climbing, leave people alone on Tuesday. Sales are already moving without a push.

Wednesday: one promo push with a reason

Pick one lever, not three:

• A promo code with a use limit and an end date (for returners, a collective, or a co-host’s list)
• Or a clear post that names who is playing and what time doors open

Do not stack a new discount, a giveaway and a “last chance” story on the same day. Guests ignore noise. They respond to one reason to buy before Friday.

If anything changes (a new opener, a door time shift), update the lineup the same day and send a text blast so the people who already bought know. For what belongs on the page in the first place, see the event description guide.

Thursday: door roles and the comps list

Name who does what at the door before anyone is tired:

• Who holds the phone for QR check-in
• Who handles walk-ups and cash/card if the venue allows it
• Who owns the comps and plus-ones list

Write the comps list once: name, reason, and whether they get a plus-one. Share it with the Door Manager. Do not keep it in three group chats. For how guest lists and comps fit next to QR entry, see Run a Faster Door.

Confirm check-in will run from the Beatmatch mobile app on a charged phone, with a backup phone in someone’s bag. Screenshots of tickets are a last resort; the live QR is what you want at the door.

Friday: final text blast and the battery / QR plan

Send one text blast to people tied to the event. Keep it short:

• Door time and address reminder
• “Tickets are in Profile > My tickets in the Beatmatch mobile app”
• One line on ID / 21+ if it applies
• Optional: “Small door line if you arrive before 10:30”

Then do the boring kit check:

• Two phones charged above 80%, plus a cable and a battery pack
• Offline plan if the venue basement kills signal: find guests by name or email in the Orders tab and check them in by hand
• Printed or screenshot comps list as backup
• Spot for coats/bags if the venue has one

Leave the flyer alone on Friday.

Saturday: day-of, from load-in to doors

Work the clock backward from doors:

• Afternoon: confirm load-in with the venue; sound person and first DJ know their window
• 90 minutes before doors: Door Manager opens check-in, tests one scan with a team member’s own ticket (then undoes it in Orders by selecting Checked in again), reviews comps
• 60 minutes before: walk the guest path from sidewalk to scan point; fix anything that will create a second line
• Doors: one person scans, one person talks (IDs, comps, “your ticket is in the app”). Keep walk-ups in a separate pocket of the line if you can
• First hour: watch for no-shows on comps and release space only if you planned to

After the closer, note what broke (slow Wi-Fi, unclear door sign, comps who brought three friends). That note is Monday’s input for the next event, not a speech at 2 a.m.

Run the same list every week

The week-of list is short on purpose: confirm, measure, push once, staff the door, then run the door you planned. When you are ready for the next one, create your event on Beatmatch, set ticket options early in the week, and keep text blast and check-in on the same checklist so Saturday runs on a plan you already made. How-tos: Send a Text Blast and Check In Guests.