Event Run Sheet Template
A ready-to-adapt event run sheet with columns for time, item, location, owner, cue and technical notes, plus an example running order and a contacts section.
An event run sheet lists every action on the day in time order, with who is responsible, where it happens, what triggers it and what technical support it needs. This template gives you the columns, an example running order and a contacts section to adapt for your own event.
For guidance on writing one, see how to write an event run sheet.
Header
- Event: [name]
- Date: [date]
- Venue: [name and address]
- Run sheet version: [number and time of last update]
- Event lead: [name, phone]
Example running order
| Time | Item | Location | Owner | Cue and technical notes |
|---|---|---|---|---|
| [07:00] | Suppliers arrive; load-in begins | Loading bay | [Production lead] | Venue access confirmed the day before |
| [10:00] | Stage, sound and lighting set-up complete | Main hall | [Technical lead] | Power and backup checked |
| [11:00] | Technical rehearsal with presenters | Main hall | [Technical lead] | Slides, microphones and music cues tested |
| [13:00] | Team and volunteer briefing | Green room | [Event lead] | Run sheet printed for team leaders |
| [14:00] | Registration opens | Entrance | [Registration lead] | Lists and badges ready; scanners tested |
| [15:00] | Welcome by master of ceremonies | Main hall | [MC] | Walk-in music fades; MC microphone on |
| [15:10] | Opening remarks | Main hall | [Host] | Introduced by MC; slide 1 |
| [15:30] | Keynote | Main hall | [Speaker] | Lapel microphone; slides 2 to 20; 5-minute warning at 15:55 |
| [16:15] | Break and networking | Foyer | [Catering lead] | Background music; refreshments ready |
| [17:00] | Close and thanks | Main hall | [MC] | Next steps announced; exit music |
| [17:30] | Guest departure; breakdown begins | All areas | [Production lead] | Security on exits |
Contacts
- Event lead: [name, phone]
- Production or technical lead: [name, phone]
- Venue manager: [name, phone]
- Security lead: [name, phone]
- Medical or first aid: [name, phone]
- Catering lead: [name, phone]
Contingencies
- Speaker late: [plan]
- Power failure: [plan]
- Weather (outdoor events): [plan]
- Medical emergency: [plan]
Tips
- Share the run sheet with everyone a few days before
- Walk through it at the team briefing
- Keep one owner for updates and number each version
- Note where timings slipped, for next time
Related reading: how to plan the guest experience for a corporate event, how to plan protocol for events with dignitaries and the free Event PR Timeline Planner.
PR369's Events and Experiences service covers event planning, coordination and delivery. Email info@pr369.com with your event, programme and date. We will begin with a strategy conversation.
