Free Run Sheet for Conferences Template
Run Sheet for Conferences
Event Name: [Insert Conference Name]
Date: [Insert Date]
Location: [Insert Location]
Event Coordinator: [Your Name] | [Your Company Name]
Run Sheet Overview: Morning Activities
|
Time |
Activity |
Description/Details |
Team |
Notes |
|---|---|---|---|---|
|
7:00 AM |
Venue Access |
Venue opens, setup begins for AV, registration, and catering |
Venue Staff, AV Team |
Ensure all teams have access |
|
8:00 AM |
Registration Opens |
Attendees check-in, receive badges and materials |
Registration Team |
Have extra badges ready |
|
8:30 AM |
Breakfast Networking |
Light breakfast served; networking opportunity |
Catering Team |
Confirm dietary preferences |
|
9:00 AM |
Welcome Remarks |
Opening speech by the host or event organizer |
Host/MC |
Test microphones beforehand |
|
9:15 AM |
Keynote Address |
Keynote speaker presentation |
Keynote Speaker |
Provide bio to host for an intro |
Run Sheet Overview: Midday Activities
|
Time |
Activity |
Description/Details |
Team |
Notes |
|
10:00 AM |
Break |
Coffee/tea and snacks available |
Catering Team |
Refresh stations |
|
10:15 AM |
Session 1 |
Breakout sessions or panel discussions begin |
Session Moderators |
Confirm tech setup in rooms |
|
11:15 AM |
Session 2 |
Second set of breakout sessions or panels |
Session Moderators |
Monitor timing closely |
|
12:15 PM |
Lunch |
Buffet or plated lunch served |
Catering Team |
Label all allergens clearly |
Run Sheet Overview: Afternoon Activities
|
Time |
Activity |
Description/Details |
Team |
Notes |
|
1:30 PM |
Workshop/Interactive Session |
Hands-on workshops or interactive activities |
Workshop Leaders |
Ensure materials are ready |
|
3:00 PM |
Break |
Coffee/tea and snacks available |
Catering Team |
|
|
3:15 PM |
Session 3 |
Final set of breakout sessions or panel discussions |
Session Moderators |
|
|
4:15 PM |
Closing Remarks |
Thank you speech, a summary of the day’s highlights |
Host/MC |
Include details of the next steps |
|
4:30 PM |
Networking Reception |
Informal gathering with light snacks and drinks |
Catering Team |
Setup tables and drink areas |
|
5:30 PM |
Event Close |
Final announcement and venue closes |
Event Coordinator |
Double-check cleanup process |
Key Contacts
|
Name |
Role |
Contact Information |
|
[Name] |
Event Coordinator |
[Phone/Email] |
|
[Name] |
AV Team Lead |
[Phone/Email] |
|
[Name] |
Catering Manager |
[Phone/Email] |
|
[Name] |
Keynote Speaker |
[Phone/Email] |
|
[Name] |
Venue Manager |
[Phone/Email] |
Post-Event Wrap-Up
-
Collect attendee feedback through surveys.
-
Thank speakers, sponsors, and participants.
-
Review success metrics and lessons learned.
-
Prepare a summary report for stakeholders.
