Step-by-step guide to the Run Sheet that’s so good you’ll use it through your whole career.You’re knee-deep planning an event, and it’s time to create the program or ‘running order’ (as it’s known in the biz) for the big night. Forget pen, paper and sticky notes.
You need a Run Sheet, the all-important tool professional event managers use to define the order of tasks and activities that will happen on the day.
Read this easy step-by-step guide and make the most of our super-useful Run Sheet Template.
- The Pressure’s On
- Luckily, The Hard Yards Are Done For You
- Step-by-Step Run Sheet Guide
- Step 1: Contacts
- Step 2: Detailed Run Sheet
- Step 3: Make Notes
- Share the Run Sheet Love
- Run Sheet + Event Planning Tool
The Pressure’s On
(er, no pressure or anything…)
The Enhance team has managed an event or five (hundred). We know that event night can be high pressure, keeping everything on track and ironing out any unforeseen wrinkles.
If you’re not well prepared it can be overwhelming, while your your boss, colleagues and guests look on…
If venue staff have questions about where to put the registration table or how to fix the screen that won’t come down, you can bet your bottom dollar they’ll be hounding you. As will the kitchen staff, the keynote speaker and the MC – all at the same time.
Q: What is an Event Run Sheet?
A: It’s the tool professional event managers use to define the order of tasks and activities that happen on the day.
A run sheet prepares you for what needs to be done, when and by whom, and avoids unnecessary angst.
Luckily, The Hard Yards Are Done For You
We’ve created a Run Sheet Template so you don’t have to waste time making one from scratch. If you’re new to events it’ll suit you down to the ground as it’s pre-filled with most D-Day tasks and activities.
This Run Sheet keeps in one place all contacts for the event team:
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It also helps you schedule to a tee all actions needed before, during and after the event. For example:
- Bump in time (when you get access to the venue to start setting up)
- Pre-dinner drinks
- Speaker presentations
- Meal service
- Bump out
- Evaluation/thank you notes
The run sheet ensures everything goes to plan on the day, and is very useful for allocating tasks to others. At bigger events you’ll likely need a few extra pairs of hands on deck. Even if little problems do crop up, you’ll be calm, prepared and ready to resolve them.
Step-by-Step Run Sheet Guide
Once you’ve downloaded the Run Sheet Template in your choice of Google Sheets or Microsoft Excel follow the steps below to customise it for your event.
Step 1: Contacts
In the ‘Contacts’ tab, record your event details (title, date, time etc) and the event team’s contact details. This centralised contact sheet is for distribution to all stakeholders, so people can contact each other on the day promptly if needed:
Step 2: Detailed Run Sheet
The ‘Run Sheet’ tab contains the core run sheet details. To complete it:
- Record all event activities in chronological order. We’ve suggested some main headings, but you may need to break it down into further detail, depending on the size and complexity of your event
- Provide a time when each activity will take place
- Note where each activity will take place. This will of course be determined by your venue, but could include a main stage, foyer, atrium etc
- Nominate who is responsible for each activity
Step 3: Make Notes
There’s a ‘Notes’ section at the end of each row to share extra details with your team members – and to remind yourself – as required. It’s just one more way to make sure nothing gets missed, and helps keep everyone in the loop.
Share the Run Sheet Love
Remember, your Runsheet is a working document, and you’ll probably find yourself preparing several drafts in the lead up to the event. Be sure to distribute a draft and final Runsheet to the entire team so that everyone is on the same page.If you’re new to events this Run Sheet tool is pre-filled with most D-Day tasks and activities. Click To Tweet
Consider storing the document in a shared location so that others may refer to it if they need to, during the event planning phase.
Run Sheet + Event Planning Tool
Whether it’s your full time job, or your boss has just thrown an event your way, the Run Sheet – just like it’s big sister the Event Planning Tool – is de rigeur for any event management professional. It lays out the event schedule from start to finish, with actions set out by time, location and responsibility.
Our run sheet takes it up a notch with space to record important contacts, so you never need to faff about finding phone numbers from a messy bunch of papers. Having everything in one place avoids those small oversights that can escalate into big issues. It allows you to quickly resolve and communicate any last minute changes.
When it comes to knowing what to do on the night, we’ve got you sorted!
- Learn how easy it is to run your events like a pro in Event Management 101
- Now you’re a deft hand with the Run Sheet, take it to the next level with the Event Planning Template
- Did you find this article useful? It’s part of our ever-growing Smart Start series for new and reluctant Event Planners.
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