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Prepare for Your Event (Instructors)

A practical guide to driving pre-registration, setting up attendance recording, and managing the moments leading up to your CEU event.

 🎓 This article is for instructors. 

A well-prepared event is a successful event. Pre-event preparation helps you drive pre-registration so you can plan materials, food, and literature accurately. It also sets up the tools you'll need for attendance recording — which is the difference between attendees getting credit and not. This article walks you through the universal steps every event needs, plus format-specific guidance for private events, webinars, conferences, third-party promoted events, and hybrid events.

Pre-event preparation checklist

Whatever the format of your event, four core preparation steps apply to every event you present.

1. Verify your event details

Everything else depends on having accurate event information in the system. Start here.

  • Confirm the event date, time, location, and course title in CEU Events match what you've shared with attendees.
  • If anything has changed, see Edit an Event (Instructors) — and remember that changing the date also changes the Event Invitation Page URL.
  • Verify any required materials, samples, or handouts are ready.
  • For in-person events with food orders or limited seating, coordinate your final counts based on the registered attendee list.
2. Drive pre-registration

The earlier you share your Event Invitation Page URL, the more attendees will pre-register — and pre-registration is what makes accurate planning possible (materials, food orders, literature, seating).

3. Update your CEU Events Paperless Attendance Slide with the Event Code

The Paperless Attendance Slide is the slide at the end of your presentation that lets attendees record their attendance electronically. Before each event, update it with the specific Event Code for that event.

⚠️ Important: Each event has a unique Event Code. Using the wrong code on your slide means attendees won't get credit for the right event.

4. Locate your Attendance Recording Guide

The Attendance Recording Guide is a per-event PDF that walks attendees through recording their attendance. It's especially valuable for walk-ins at in-person events and for post-event attendee requests.

  • Access the Guide from your event page in CEU Events.
  • For in-person events: print 2-3 copies to have on hand at your event.
  • For full details, see Use the Attendance Recording Guide.

Format-specific recommendations

Different event formats call for different prep emphasis. Here's what to focus on for each.

Private event (typically 8-10 people)

Private events are often attended by invitees you've personally reached out to, and most will be pre-registered before the event starts.

  • Plan to take attendance via roll call or by recognizing attendees by name during the event.
  • During the event, simply click the Attended checkmark next to each attendee in the attendee list as they confirm their presence.
  • Keep the Paperless Attendance Slide and Attendance Recording Guide available for any walk-ins or attendees who weren't pre-registered.
  • Use a more personal tone in your pre-event communications, since you likely already know the attendees or the person helping you coordinate the event..

Webinar

Webinars require additional virtual-specific preparation on top of the universal checklist.

  • Test your webinar link in a private/incognito browser window before your event — confirm the link works.
  • Require first name, last name, and email address in your webinar registration. These fields let you match your webinar application's attendance report to CEU Events records for accurate reporting. Avoid duplicating other fields that CEU Events already collects during its own registration process. 
  • Have your Paperless Attendance Slide ready on the shared screen at the end of your session.
  • Allow time before signing off for attendees to record their attendance.
Conference / large group event

Conferences typically have higher attendance volume and more variability.

  • Focus heavily on the Paperless Attendance Slide displayed at the end of your presentation, since you can't realistically click Attended for each individual in a large group.
  • Print extra copies of the Attendance Recording Guide to hand out, especially for walk-in or unregistered attendees.
  • Allow time at the end of your presentation for attendees to scan and record their attendance.
Third-party promoted event

Third-party promoted events are typically organized by an outside organization (often paid events) that controls the registration and invitations.

  • You won't drive pre-registration yourself — the organizer handles that. But you want to make sure your event is scheduled in CEU Events for the following steps and credit reporting — see Schedule a New Event (Instructors).
  • Coordinate with the organizer on event logistics: venue setup, audiovisual needs, and materials.
  • The Paperless Attendance Slide is your primary attendance recording tool, since you likely won't know attendees by name.
Hybrid event

Hybrid events combine in-person and virtual delivery, requiring preparation for both audiences.

  • Complete both the webinar prep (above) and the in-person prep (printed copies of the Recording Guide).
  • Test both the virtual and physical components in advance.
  • In your Invitation Notes, clearly indicate which join method each audience should use — see Schedule a New Event (Instructors) for an example.
  • Both audiences should see the same Paperless Attendance Slide on the screen at the end of your presentation.
  • Give clear instructions to both audiences simultaneously during the attendance recording portion.
Setting expectations with attendees about the account requirement

One of the most common points of attendee confusion is the CEU Events account requirement. Attendees may not realize they need an account to retrieve their certificate, and surprising them with this at the end of your event can lead to frustration and post-event support requests.

Before displaying the Paperless Attendance Slide, take 30 seconds to set expectations. Something like:

"To receive your certificate and credit for this session, you'll need a CEU Events attendee account. If you don't have one yet, you can create one in seconds during the next step. Just scan the QR code on the screen (or visit ceuevents.com/attendance), enter the Event Code displayed, and follow the prompts to sign in or create an account. Your certificate will be available immediately."

A quick framing like this prevents most of the post-event confusion about why an account is needed.

Best practices
  • Start preparation as early as possible. The more lead time you give yourself for pre-registration drive, materials prep, and detail confirmation, the smoother your event will be.
  • Use the Event Reminder feature. A reminder sent 24-48 hours before your event boosts attendance — see Send an Event Reminder (Instructors).
  • Test your tech before in-person events too. Even for in-person events, your laptop, projector, and slides deserve a quick test before your audience arrives.
  • Always verify the Event Code on your Paperless Attendance Slide. Each event has a unique code.
  • Have backup options. For in-person events, have printed copies of the Attendance Recording Guide. For webinars, have the Guide ready to share in chat. Backups catch attendees who have trouble with the primary attendance recording flow.
  • Communicate clearly about the account requirement. A 30-second verbal framing before your attendance slide prevents the bulk of post-event confusion.

Troubleshooting

  • Pre-registrations are lower than expected. Make sure you've shared the Event Invitation Page URL widely — see Retrieve an Event Invitation Page URL. Send an Event Reminder closer to the date if there's still time.
  • You can't remember the Event Code for your event. See Find the Event Code — you can locate it in the Events menu of your account or in the CEU Events mobile app.
  • Your Paperless Attendance Slide is missing from your presentation. Download a fresh copy — see Use the CEU Events Paperless Attendance Slide for the download link.
  • You need to make a last-minute change to your event. See Edit an Event (Instructors). Remember that changing the date also changes the Event Invitation Page URL — re-share the updated link with anyone who hasn't yet registered.
  • Still have questions? Contact CEU Events support for help with any aspect of your event preparation.
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