Printable Event Run Sheet

Event Name: Annual Gala Night

Event Date: Saturday, March 16, 2050

Event Location: Grand Ballroom, City Hotel

Event Coordinator: [Your Name], [Your Company Name]

Contact Number: [Your Company Number]

1. Setup and Preparations

Time	Activity	Details	Person Responsible	Notes
9:00 AM	Venue Access	The setup crew arrives.	Venue Manager	Confirm crew arrival.
9:30 AM	Setup Begins	Decor, AV, tables, and chairs set up.	Setup Team Lead	Check AV equipment.
11:00 AM	AV Sound Check	Test sound equipment.	AV Technician	Confirm backup equipment.
12:00 PM	Catering Team Arrival	Set up food and service areas.	Catering Manager	Coordinate with event coordinator.
2:00 PM	Final Walkthrough	Check all setups.	Event Coordinator	Verify seating and branding.

Time	Activity/Task	Details	Person Responsible	Notes
5:30 PM	Registration Desk Opens	Guests check in and receive programs.	Registration Staff	Prepare name tags.
6:00 PM	Cocktail Hour	Drinks and snacks served.	Catering Team	Ensure staff are ready.

3. Main Event Program

Time	Activity/Task	Details	Person Responsible	Notes
6:45 PM	Guests Seated	The emcee announces seating.	Emcee	Confirm seating arrangements.
7:00 PM	Opening Remarks	Welcome speech.	Emcee	Finalize script.
7:15 PM	Dinner Service	Dinner is served to guests.	Catering Manager	Ensure smooth service.
8:00 PM	Keynote Speech	Keynote speaker presentation.	Keynote Speaker	Check AV setup.
8:45 PM	Entertainment Program	Music and activities.	Entertainment Manager	Confirm performance schedule.
9:30 PM	Raffle Draw	Announce raffle winners.	Emcee	Prepare raffle items.

4. Event Closing and Wrap-Up

Time	Activity/Task	Details	Person Responsible	Notes
10:00 PM	Event Closing	Thank you speech and farewell.	Event Host	Hand out gifts.
10:30 PM	Guest Departure	Assist guests with departure.	Event Coordinator	Confirm transport availability.
11:00 PM	Breakdown and Cleanup	Tear down and clean the venue.	Cleanup Crew	Return rented items.