AMS Audit Checklist for Your Next Conference Cycle

Let’s face it! Running an AMS audit is usually a little stressful.

Each time an event occurs, there is that moment of hope that everything will go well. We assume the abstract management system (AMS) was updated correctly, although none of us knows for sure. 

On paper, an AMS audit may seem like a dull experience. Then again, not doing an audit is how access rules turn into awkward conversations at check-in. No one wants to deal with that while hundreds of attendees are waiting. A simple, repeatable review turns “I think this is fine” into “Yes, this is ready!”

Core AMS Audit Areas

An AMS audit is simply a series of checks to ensure everything functions as intended, and they don’t require a complete overhaul of your system. The idea behind them is to create a consistent habit of reviewing how each piece of information interconnects within the overall system. 

The connections between registration, sessions, speakers, tickets, and check-in may seem unrelated to attendees. However, each component is impacted when just one piece of the network gets out of sync. For this reason, these components are best evaluated collectively rather than independently.

Registration is where all of the attendees’ names, email addresses, affiliations, and ticket selections are entered into the AMS system. The details are then sent directly to the attendee’s badge, including their ability to access sessions, attendance lists, and reports. 

Track assignments, room limits, and access rules all depend on session setup. As such, if a workshop is set to restrict access to specific ticket types, it will not behave correctly unless the ticket and session settings match.

Names, roles, and access controls determine how users view a session and who has permission to edit it. Errors here can stop someone from uploading content or even appearing correctly within the app.

Lastly, when an attendee checks in, all registration information, tickets, and permissions are verified simultaneously. If a sponsor or student ticket is mapped incorrectly, it affects both the attendee experience and the data you rely on later.

Viewing these AMS components as a single system provides a clear path to keeping the entire event flow clean.

Pre-Conference AMS Audit Checklist

1. Registration Form Structure

The structure of your registration form influences how smoothly each event goes, even if it’s not often given a second thought. Every field that appears on the screen feeds into what your team sees later in the system, from session planning to badges and emails.

Required fields should cover only things your event needs to run smoothly. Asking unnecessary questions leads to a less-than-complete experience. Optional fields are still important, especially if they help attendees network, seek accommodations, or match to sessions. 

A simple AMS audit often starts with a few practical checks:

• • Are names, affiliations, and contact details still collected in a consistent format?
  • Do ticket types trigger the right follow-up questions?
  • Are fields for dietary needs, accessibility, or visa letters clearly labelled?

Many people return year after year, which means old job titles or institutions can persist unless your system prompts them to refresh them. Just a quick reminder goes a long way here, without adding friction.

2. Ticket Types and Accessibility Rules

Ticket types and access rules decide what people get to see and where they get to go during your event. A student ticket should not unlock the same spaces as a sponsor pass. An add-on workshop should open the right doors at the right time. 

A few things to scan through:

• • Which sessions each ticket can access
  • Which spaces or rooms are included or restricted
  • If add-on features still tie to the right events
  • If VIP or staff passes follow the right rules

When these AMS audit checks drift out of sync, people either miss out on what they’ve paid for or end up somewhere they shouldn’t.

3. Session and Track Setup

Even after you’ve loaded all the talks into your AMS, the way they’re grouped and labelled will determine whether your schedule looks clear or confusing. A quick review before things go live helps avoid sessions showing up in the wrong place or filling beyond what the room can handle.

Take a close look at:

• • Track names still reflect what’s being offered
  • Session labels that reflect how each session will run
  • Capacity limits that match the room size
  • Overlapping sessions that compete for the same audience
  • Special sessions that need to stand out, like workshops or posters

4. Speaker Profiles and Roles

Each speaker, chair, and moderator should appear in the system with the correct title, so there is no question of who’s who once schedules are out in the wild. A quick check supports communication effortlessly. Messages, updates, and reminders go to the right people without extra manual work.

Speaker profiles and roles set the tone for the event and how people move with it. 

5. Badge and Check-In Settings

Badge layout, QR code placement and size, and scan rule responses are all closely tied to ticket type and access level, so even a slight mismatch can slow things down.

A few things worth reviewing before opening the doors to your event:

Badge layout: Names, affiliations, and spacing should remain easy to read at a glance.

QR codes: Placement and size should support fast and reliable scanning.

Scan rules: Each ticket type should trigger the correct check-in response.

Access links: Badges should match the sessions or areas a person may enter.

Reprint flow: Lost or damaged badges should be easy to replace without slowing lines.

Reviewing these settings ahead of time can help ensure that names print correctly, codes scan as expected, and staff see the right information when someone checks in.

6. Capacity and Limits

Capacity and limits determine how balanced the event feels as people start signing up. Every session, room, and space has a set limit, even if the software allows more to be added. Reviewing those numbers early keeps your event on the rails of what the venue and schedule can likely allow.

When the session limit is set too high, rooms fill past the point of comfort and start to feel packed. When they’re set too low, valuable space stays empty, and people stand locked out at the door. The same goes for workshops, panels, or any other session that needs extra setup and gear.

A lecture hall, a seminar room, and a breakout space all support different headcounts. And if those limits are not reflected in the system, registration can drift farther and farther from what the physical space allows. 

7. Email and Notification Triggers

Email and notification triggers keep everyone informed without adding extra work for your team. All of the confirmations, updates, and reminders you send will rely on reminders to everyone involved and tell them what they need to do next.  

• • Registration confirmations should include the correct event name, dates, and next steps so people know their registration went through.
  • If you are making session changes (time, room, format), let people know quickly and clearly.
  • Reminder emails should direct people to where they can find the latest agendas, login information, and related resources.
  • Ticket and badge-related messages should reflect current ticket types and check-in instructions.
  • All cancellation and transfer notifications should explain what has changed and what the attendee needs to do next.

8. Integrations With Other Tools

Integrations with other tools decide whether your data will flow smoothly or start to deteriorate. Your payment systems, email platforms, virtual event tools, and reporting software all depend upon the AMS to forward the same information to the rest of the organization. When these links are not reviewed before a new conference cycle, numbers can become inaccurate, and users’ access may not align with their purchase.

Conducting a quick check verifies that payments are reaching the correct bank accounts, marketing tools continue to receive your most recent contact information, and virtual platforms can identify the proper registration. 

9. Backup and Export Options

Having backup and export options is important to have an insurance policy against any unexpected issues that could arise at any point. Since all registrations, sessions, and transactions will sit within your AMS, being able to extract this data at a moment’s notice is critical. Testing export functions beforehand allows your team to confirm that attendee rosters, payment history, and session details are available in formats your team can actually work with. 

Additionally, testing will confirm that backups run regularly and that restoring files from backups does not cause a delay. 

What Happens When These Checks Are Skipped

Skipping regular AMS audit is unlikely to cause any immediate problems, but can accumulate across registration, scheduling, and check-in until they surface at the worst possible moment. 

Missing or incorrect badges: Outdated profile data or ticket rules can cause badges to print with the wrong name, role, or affiliation.

Session capacity problems: When limits are not reviewed, rooms can fill beyond their capacity, or valuable seats can remain unused.

Confusing attendee communication: Email and app notifications may display incorrect times, wrong links, or missing updates, leading people to show up in the wrong place at the wrong time.

Reporting Delays: As a direct result of the above issues, attendee, revenue, and session tracking may be delayed in being reconciled across all systems after the event.

Final Thoughts

A major part of running a conference is dealing with many moving parts, but that does not mean every cycle needs to feel unpredictable. With a routine, repeatable AMS audit, you can slow down the process and take control before the pressure builds. As such, the ultimate result of these audits is streamlined check-in and fewer moments where staff need to improvise on the spot. 

If you would like to see what an automated AMS audit looks like in a real-world conference setting, book a personalized demo with Dryfta and see how it keeps every event cycle on track.