Equipment Prep and Packing Up

Proper equipment preparation is essential for a smooth and successful event. This guide outlines the key steps for managing equipment before, during, and after the event, including ordering devices, ensuring access to power and internet, training staff, and coordinating return shipping. It also highlights best practices like testing devices, organizing charging stations, and inventorying equipment to prevent issues onsite. Whether setting up ticketing systems or returning equipment post-event, this checklist ensures all critical tasks are covered

Before the event week

Equipment

🔲	Order all necessary equipment and ticket stock Order enough equipment to scan or sell for the hours of your event or use battery packs for devices to stay charged longer	Click here for recommended battery pack
🔲	Ensure locations have access to power and internet Locations that have Saffire equipment should have access to power and appropriate network for scanning selling tickets	(i.e. Wi-Fi, MiFi hotspots, or cellular data signal)
🔲	Ensure you have space to lock up and charge equipment A safe dry location with power to charge devices overnight	Click here for recommended USB Hub for charging
🔲	Supplies Office supplies/peripherals you need to have on hand Power strips and extension cords Scissors Packing Tape Kiosk supplies Mounting Velcro Screwdriver/drill USB Keyboard 1 power strip per kiosk
🔲	Schedule and prepare for training Schedule time to train scanning and selling staff on equipment Share videos ahead of time to scanning and selling staff	Event Staff Trainings Admin Trainings

Spark - Products, Locations, and Users

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Make sure the box office payment gateway has been set up

Make sure the products needed have been created

Make sure products have the correct sales and redemption rules

Make sure locations and location groups have been created and assigned to products

Make sure users have been created with access to the correct tools and locations

The week of the event

🔲	Inventory Take note of how everything is packed to repack it the same way post event. (Tip: take photos of how equipment is packed for your reference when repacking after the event) Inventory everything as it's unpacked using the asset tag Report missing or broken equipment to the TAM ASAP so replacement equipment can be sent immediately Is something missing or you received a bonus device – record it and report it! Record the asset tag of each device you received and where it gets deployed If you had equipment delivered prior, take note of those asset tags as well Keep the original boxes and packing material for both Saffire and Clover equipment to be reused for return shipping.
🔲	Organize Adhere return labels to the outside of the boxes while unpacking to ensure they do not get misplaced. Set up a place to charge equipment overnight
🔲	Connect Accessories Printers and credit card readers Power and turn on To the internet Determine the network SSID and password being used during the event and/or to setup Use a QR code generator to enter Wi-Fi credentials automatically when scanned with a mobile device camera https://www.qrcode-monkey.com/#wifi
🔲	Login & test During login & testing, there may be different products visible depending on the location chosen... and if the box office onsale date is the day of the event, no products will be visible ahead of time Login to each type of devices to ensure: Login information is correct Products are visible that should be on sales devices Run a test transaction on all selling devices to ensure: Sales go through as expected Printers are working, if applicable
🔲	Deploy or allocate and charge Once all equipment has been tested it can be deployed or allocated for deployment the next day Determine where equipment will be locked up and charged each night Deploy or label equipment for where it should be deployed the day of the event Record the equipment that you sent to each location so you can track down any missing items. Ensure all mobile devices are either charging or fully charged and powered off If using a Bluetooth card reader, ensure all readers are either charging or fully charged and powered of Ensure all printers are stocked Ensure all products are set to scan and sell correctly on kiosks, laptops, and mobile devices Ensure all iPhones, iPads, laptops, printers, credit card readers and kiosks have been tested
🔲	Train Prepare devices for training dependent on how many people will be trained Review event policies related to ticket sales and entry Review how to scan a ticket and let the staff practice scanning or selling

⚠️Does the packing slip match what’s in the box? Be sure to take inventory of received equipment as soon as it has arrived.

⚠️Be sure to refund test transactions after completed.

Packing up Post event

🔲	Logout of all kiosks, laptops, and scanners before breaking them down
🔲	Inventory all equipment before packing up. Report missing equipment to the Tix Account Manager
🔲	Label any broken equipment and photograph Saffire asset tag to send to the Tix Account Manager Send photographs of broken equipment to Tix Account Manage
🔲	Pack all items as they were unpacked, ensuring sufficient packaging around fragile devices. Keep and reuse the original boxes for both Saffire and Clover equipment. If the original boxes aren’t available, ensure Saffire and Clover equipment are packed into separate boxes. While Clover equipment is used in conjunction with Saffire ticketing equipment, there is a different return address for returning the two types of equipment. Triple check shipping labels to ensure each box is sent to the correct location. When possible, use the last day of the event as an extra packing day Returning kiosks? Check out our instructions for Repacking your Kiosk.
🔲	Make sure all boxes have shipping labels provided with equipment. Return labels for Saffire equipment can be found in the blue shipment folder located in box #1. If you can't find your return labels, contact Saffire Support for help by clicking the Orange button below.

⚠️ Important: Saffire equipment cannot be recovered if sent to Clover. Please be extra cautious. Saffire reserves the right to invoice clients for equipment sent to Clover.

Return Shipping

🔲	Dropping off equipment post event at a Fedex location is preferred to scheduling a pick-up. Only drop packages at a Fedex Ship Center.
🔲	If you are unable to drop off the equipment, coordinate with the Tix Account Manager to schedule a pickup at an easily accessible location. Locations that already have Fedex pick ups, like a business/office building, can help ensure its accessible.
🔲	If you aren't sure how the equipment should be returned, coordinate with your TAM.

For further guidance, visit our Equipment Return Guide.