Step-by-Step Guide for the Event Run Sheet Template
You’ll have an easy, smooth flow from bump-in to bump-out with this 5-step guide for using the event run sheet template. And if you haven’t done so already, you can download our free sample event run sheet template.
Pro Tip: Get started with the free sample run sheet template here
The Event Run Sheet Template is designed to give you a clear, minute-by-minute plan so nothing slips through the cracks.
Instead of juggling sticky notes and scattered emails, you’ll have one central document that keeps your team, suppliers, and stakeholders on the same page.
This guide shows you how to fill in, customise, and share your run sheet so it works for any event, big or small. And the good news: it’s easy to use even if you’re still new to events and have never created one before.
Looking for the free sample run sheet template?
Before you do anything else, grab your free copy of the event run sheet. It will save you hours of formatting and guesswork.
Key Contents
What is an Event Run Sheet?
Step 1: Download Free Run Sheet Template
Step 2: Add Event Details
Step 3: Add Event Tasks & Activity
Step 4: Add Key Contacts & Notes
Step 5: Share with Your Team
What is an Event Run Sheet?
Used by event managers worldwide, a run sheet (also called a Production Schedule, Run of Show, or Event Schedule) lists every activity, task, and contact detail needed for event day. Without it, you’re stuck keeping the details in your head, and even small slips can quickly snowball into major issues.
With it, you’ll:
Coordinate activity from start to finish
Plot tasks quickly and easily
Share a clear schedule with your team
Plan across multiple days and venues
Keep essential contacts at hand
It’s all about staying ahead of the schedule on event day. The event run sheet template helps you plan for a successful schedule flow on event day. This is how experienced event managers manage event logistics and the team actions required for set-up and pack-down.
Step 1: Download Free Event Run Sheet Template
I’ve noticed new planners often open a blank Excel file and wonder where to start. We’ve fixed that for you. This sample template comes with built-in content, notes, and prompts, so you can see what an award-winning event planner thinks about when they are planning an event.
Step 2: Add Event Details
Now we move on to the good bit. Here, you start customising the template to make it your own. Start with the basics: event name, date, location, and event manager contact details.
Sounds simple, right? Here are the top 3 mistakes I see people make at this stage — and how to avoid them:
Mistake 1: Not checking that details are accurate.
Always double-check before event day.
Mistake 2: Adding too much information.
Use short sentences and only the essentials.
Mistake 3: Forgetting to consult the team.
Schedule a review with your key players so the details and timings make sense for everyone.
Step 3: Add Event Tasks & Activity
Now it’s time to map out the event day in chronological order. List your bump-in, main event, and pack-down tasks, with start times and locations.
Pro Tip:
List one key event task or activity per line
Jot your tasks and activities as you think of them, then rearrange or sort in chronological order by start time (from earliest to latest)
Note the location of the tasks or activity (e.g. Main Stage, FOH, BOH)
Always use short, clear wording. It should be easily skimmable.
Don’t assume your suppliers magically know your schedule. When I was still new to events, I thought it was fine to list times without checking or confirming availability. The result was often a messy, stressful day. Learn from my mistake: always check.
Step 4: Add Key Contacts & Notes
The run sheet template has columns for Lead, Contact, and Notes. Don’t skip them — they’re the glue that holds the schedule together.
Here’s what you should include in these sections:
Lead: The person or company responsible (choose what works best for your team).
Contact: The on-day name and phone number for that supplier or team member.
Notes: Any reminders, booking details, or specifics that could save stress later.
This sample template comes with built-in content, notes, and prompts, so you can see how our team uses these sections for our events.
Step 5: Share with Your Team
Finally, share your run sheet with everyone involved: staff, volunteers, suppliers, contractors. A clear schedule is only useful if it’s in the right hands.
Before sending, review:
Is every task scheduled accurately?
Are contact details correct?
Do the timings flow logically with supplier bookings?
Then email it out or share via your preferred cloud platform. Print copies if needed — it’s still the fastest way for some crew members to follow along.
The best run sheets aren’t the longest or most detailed; they’re the clearest.
A run sheet is not about impressing anyone with pages of information; it’s about making sure your team can read it quickly, understand it instantly, and act on it without hesitation. Keep your entries short, use plain language, and focus only on what will matter on event day.
If you find yourself overcomplicating it, take a step back.
Ask yourself: Will this note help someone take the right action at the right time?
If the answer is no, leave it out. A simple, well-structured run sheet will always outperform a cluttered one.
Remember, your run sheet is a working tool, not a glossy report. It should live in your crew's hands, not sit in a folder gathering dust. Keep it practical, keep it readable, and trust that clarity will carry your event from bump-in to bump-out without the unnecessary stress.
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Rachella Thomas
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Welcome to Event Kit. This is where I share what 26+ years in events have taught me about the industry, business and the work we do.
Description
Event Planning Starter Kit
Designed for:
Designed for new event planners who want a professional starting point without building every document from scratch.
Helps you:
When you’re new to events or just an occasional event organizer.
What’s included:
EXCEL
• Event Budget
• Event Plan Timeline
• Event Run Sheet
PDF
• Event Brief Writing Guide
• Event Plan Master Checklist
• Event Risk Management Guide
• Event Run Sheet User Guide
WORD
• Event Brief
• Event Risk Assessment Matrix
Plus:
• Built-in planning tips and guidance notes
• AI prompts to help you work faster
Pairs well with:
Any collection in the shop. There's no wrong combination — grab what fits your events and build from there.
Note: This is a digital product. No physical item is shipped.
Customer Service
Within a few minutes of purchase, you’ll receive an email with a link to download your files. The download link expires after 24 hours. If you can’t find the email, please check your Spam or Junk folder.
Need help getting started?
Notes and instructions are built into our templates to give you structure, guidance and practical real-life examples. These are not blank templates. They’re designed to guide you as you use them.
Still got questions?
Template License
Event Kit templates are licensed for use by one business or sole operator. You can edit, customize and reuse them across every client, event, and project your business handles. Add your own branding, update colors and fonts, remove sections you don't need, and adapt the content to suit you.
Read full Template License
