How to Write an Event Run Sheet
A run sheet lists every action on the day in time order, with who is responsible, where it happens and what is needed. It turns the plan into something the whole team can follow.
An event run sheet lists every action on the day in time order, with the person responsible, the location, the cues and the resources needed. It turns the event plan into a single document the whole team, including suppliers and volunteers, can follow. A good run sheet makes it clear what should be happening at any moment and who to ask when it is not.
For organisers in Ghana delivering conferences, launches, concerts and ceremonies, the run sheet is one of the most important tools on the day.
Start from the programme
Begin with the guest-facing programme: arrival, sessions, performances, speeches, meals and close. Then add everything that has to happen behind the scenes for each item to go smoothly.
Include the whole day
A complete run sheet usually covers:
- Supplier arrival and load-in
- Set-up of stage, sound, lighting and screens
- Technical rehearsals and sound checks
- Team and volunteer briefings
- Registration opening
- Guest arrival and VIP arrival
- Each programme item, with transitions
- Meals and breaks
- Media and photography moments
- Close, guest departure and breakdown
Use clear columns
| Column | What it records |
|---|---|
| Time | Start time, and duration where useful |
| Item | What happens |
| Location | Where it happens |
| Owner | The person responsible |
| Cue | What triggers it, for example "after the MC's introduction" |
| Technical notes | Microphones, slides, music, lighting changes |
| Notes | Contacts, special requirements, contingencies |
Be precise about transitions
Most problems happen between items: a speaker who is not ready, slides that do not load, a microphone that is off. Note who will bring each speaker to the stage, which microphone they use and which slide or track is next.
Plan for VIPs and protocol
If dignitaries or senior guests attend, add their arrival, reception, seating and speaking order. See how to plan protocol for events with dignitaries.
Include contacts and contingencies
List phone numbers for key team members, suppliers and the venue. Note backup plans: what happens if a speaker is late, power fails or rain arrives.
Share and rehearse
Share the run sheet with everyone involved a few days before, and walk through it at the team briefing. Hold a technical rehearsal with the actual running order. Print copies for those who need them on the day.
Keep versions under control
Last-minute changes are normal. Number each version and make sure everyone uses the latest one. One person should own updates.
Review afterwards
After the event, note where timings slipped and why. These notes make the next run sheet more accurate.
Related reading: how to plan the guest experience for a corporate event, how to recruit and manage event volunteers and our complete guide to event marketing in Ghana.
PR369's Events and Experiences service covers event planning, coordination and on-the-day delivery. Email info@pr369.com with your event's purpose, programme and date. We will begin with a strategy conversation.
