Event preparation checklist

A short, printable checklist for every booth job: what to set up once per computer, what to prepare the day before, what to test at the venue, and what to wrap up afterwards. Print this page and tick each line as you go.

Once per computer

Do this when you set up a new booth computer, or when its hardware changes.

• Settings › General — language, theme and the result/camera folders. Details
• Settings › Hardware — connect and Configure the camera, printer and microphone. Camera · Printer & audio
• Settings › Overlay & Filters — optional default frame per ratio, used when an event has none. Details
• Settings › QR Share — set up Web QR, Local QR and Email Share, and test each one with its test button. Details
• Settings › General › AI Online Service — your API key, only if you use AI Online with your own account. Details
• Settings › Advanced — Compute Device, and Download GPU Pack if you want GPU mode. Details
• Settings › Other — Export Settings… once everything works, so you can restore it later. Details

The day before (in the studio)

Build the event

• Create or duplicate the event; set the name, cover and the aspect ratio of the booth monitor. Event settings
• Add every template — Create in Studio, Open File or From Gallery. Templates
• Set up categories and choose their display mode. Categories
• Design all runtime pages and check each one with Preview (F9). Page Designer
• Prepare the event overlay for the ratios you use. Event overlay
• Build the survey, if the client wants one. Survey
• Configure printing and sharing: print limits, upload mode and the email text. Sharing & printing
• Kiosk with vouchers or payment? Set it up and test one full paid session. Kiosk & payment

Test and save

• Run Simulate (F10) on the Camera Page, then one real session with Launch (F5). Run an event
• Test every template on a real photo, especially AI templates.
• AI Online with built-in tokens: check the token balance.
• Click Save. Launch runs what is in the editor but does not save it.
• Manage › Export Event as a design backup. Backup & export

Event day (at the venue)

Hardware

• Reconnect and test the camera in Settings › Hardware — the venue light differs from the studio.
• Canon DSLR: power adapter instead of battery, and a long auto power-off on the camera.
• Print one test sheet to check margins and colours on this paper and printer.
• Check there is enough free disk space for the whole event.

Network and sharing

• Run Test QR and Test Send again on the venue network — venue networks often block things the studio network does not.
• Local QR: the booth and the guests' phones are on the same Wi-Fi.
• GoPro: the booth has a second way to reach the internet (Ethernet or a second Wi-Fi adapter) if you also need Web QR or email.

AI

• Start Q-Booth early; the AI Offline Server status at the bottom of the menu shows Online before you launch an AI Offline event.
• AI Online: internet works and the balance or API key is ready.

Booth lock and final run

• Turn on Block Alt + Tab, Block Windows Key and, if needed, Require PIN to exit.
• Know how to exit: Shift + F4 or double-click the top-right corner (not Esc).
• Launch the event and do one complete session until a real print, QR or email comes out.

After the event

• Open Report, check the numbers and Export HTML for the client. Report
• Export the survey answers, if any.
• Manage › Backup to save the whole event (design, statistics and photos).
• Copy the result folder to separate archive storage.
• Archive the event so the event list stays tidy.

Next steps