How to use the event run sheet template.
What is an event run sheet?
The Run Sheet, also referred to as the Event Production Schedule, Run of Show, or Event Schedule, lists the entire schedule of an event day. The Event Run Sheet is probably the most important event planning tool that you can have on event day. Why? The Event Run Sheet outlines everything that needs to be done by your team, event contractors, event volunteers and your production crew. It transforms what could be mess of random actions into a clear sequence of steps for running an event from start to finish - each action is set out by time, date, location and responsibility.
In this article, we deep-dive to show you how to use the Event Run Sheet Template plus we give you access to download your own copy for FREE
About the event run sheet.
You may have just weeks or days until event day. You know you need to make a to-do list of everything that must happen on event day. Your team needs to know when contractors and suppliers will arrive, how long you have to set up and all that must happen to make your event day a success.
The Event Run Sheet template makes it quick and easy to capture all these details. It’s your to-do list for the day of the event. You can think of the Run Sheet as the road map for event operations. The Event Run Sheet gets you from A to B, from start to finish, with an organised list of actions sorted in chronological order from the beginning to end of the event day.
A good Event Run Sheet will capture all the key elements and actions from who is first on-site to the grand event open, then through your pack-down and off-site.
Rachella Says
“We believe the event run sheet is the most important document you can have in your event planning toolkit. It streamlines and organised activity for the day of event. We think every person organising an event should use the Event Run Sheet Template to ensure their event runs smoothly.”
Do I need the run sheet template?
The Short Answer is YES. We believe that all event planners should be using a Run Sheet.
Most new and inexperienced event planners think it’s fine to keep all this information swirling around in their head. When you’re new to events, you think “I’m OK, I can juggle it, I know exactly what is happening on event day because I booked it all - I know when it is happening and who is looking after it”. And sure, you can certainly give it a go, however it is inviting trouble! Not only will you probably lose sleep as you mentally list out the things you need to remember, you are also likely to forget some elements and that could spell disaster on event day.
Event Run Sheets are used for all types of events - big and small - this includes anything from gala banquet dinners, conferences, trade expos, product launches, fundraising events, awards nights, fun runs, community festivals and concerts. It doesn’t matter if your event is large and complex, or a simple and small event - you’ll make a better event, with less stress, when you use an Event Run Sheet.
It will minimise your stress.
You will be more organised.
Your team will know what is happening.
You can prioritise urgent actions.
You can track the event from start to finish.
Event Run Sheet Sample
Sections of the event run sheet template, explained.
When it comes to event planning, a well-structured run sheet template is essential for keeping everything organized and ensuring a smooth execution. Let's explore the key sections of the template and how they contribute to the overall event management process.
Date section
Time section
Location section
Activity section
Lead section
Contact section
Notes section
Completed section
Template section: date.
Start with the easy bit, the date. What day will the specific activity takes place? A simple and small event will probably be set-up and packed-down on the one day. A larger, more complex event will probably require several days to bump-in, and the event could run across more than one day. Each activity that you list in the run sheet should be assigned a particular day that it occurs. List the days in ascending order so you know what will occur first, and then lead up to the event day.
Template section: time
Here you get specific with what will occur each day. What time will the activity take place? You might have specific booking times for event equipment to be delivered or event staff to arrive. List the specific booking times in first, then work on when the rest of your activity will occur. When completing this section, we usually list the start time here, and that’s sufficient. In more complex events, or events will very limited set-up times, we will also include the finish time so we know exactly what is happening, and when.
Template section: location.
Where does the activity take place? For larger, more complex events that comprise of several areas or different event spaces, this section is crucial. As the event planner, you need to know where things are happening in each area so you can coordinate your team to be in those specific areas. This section is very handy when developing your event delivery plan, as it clearly explains where things should be set-up or delivered and at what time.
Template section: activity.
What needs to happen? This section contains the most important bit of information! This section is what this template is all about. Use each line to describe a specific activity that is required to set-up your event. The trick here, is to not combine different actions or activities in the one line because you might overlook an action if it’s listed with something else. Use each line to capture that one activity (e.g. set up marquees would be one activity, set-up signage would be the next activity).
Template section: lead.
Who is responsible? This section refers to the person or company responsible for completing that activity, overseeing that activity or supplying that service or equipment etc. Protocol varies a bit here - sometimes people like to add a specific team member’s name, and other times people just list the company. Do what makes sense to you and your team.
Templaet section: contact.
Who can you contact on event day? It’s possible that you’ll get a different contact person for delivery of event equipment on the day of the event. It’s handy to have that person’s contact details listed right beside their assigned action, so that when you’re standing in the middle of the event space (far away from your desk and laptop), you can quickly and easily call the supplier to ask why they are running late!
Template section: notes.
What extra info do you need to remember? This section is great for when you need to add specific notes, reminders, clarification or details about your event booking order or the activity. In our version of the run sheet template, we include some sample event items to show you an example of what to include in your run sheet.
Template section: completed.
We can all agree, there’s nothing more satisfying than ticking off a bog to-do list, and that’s what you can do with your run sheet! Take a moment during your event set-up to pause and check your run sheet - has everything been actioned and completed, as planned? Yes! Tick it off… and go pop some champagne!
Rachella SAYS
“Mastering the art of event planning lies in making use of tried and tested event run sheet template and its sections. Let the template be your guide, and watch your event unfold with precision and success.”
Free Event Run Sheet Template
Use our run sheet template to capture the important details of your event day from set-up to pack-down, and everything in between. Download now
Wrap up.
The event run sheet is an essential tool in every event planner's toolkit. It serves as the centrepiece document of a well-organised and streamlined event day, ensuring that no detail is overlooked. While some event planners might believe they can rely on memory and intuition, the truth is that using a run sheet template is essential for ensuring success. Whether you're organising a large gala or a small gathering, the run sheet template provides structure, reduces stress, and minimises the risk of crucial elements slipping through the cracks.
Are you ready to get started now? Download our free sample Event Run Sheet Template and take the first step towards event planning ease.
WRITTEN BY RACHELLA THOMAS
Rachella Thomas is the powerhouse behind award-winning event consulting agency, Event Kit. With her 20+ years’ experience producing world-class events for high-profile clients and brands, Rachella has honed her skills to create a valuable resource for event planners looking to elevate their events. Her wealth of expertise has established Rachella as the go-to event consultant and mentor for aspiring event professionals and businesses alike.
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