Free Live Event Run Sheet Template
Live Event Run Sheet
Pre-Event and Registration
|
Time |
Segment |
Details |
Responsible |
Technical Notes |
|---|---|---|---|---|
|
08:00 AM |
Doors Open / Registration |
Guests arrive and check in at the registration desk. |
Event Staff |
Set up signage and registration table. |
Opening & Keynote Address
|
Time |
Segment |
Details |
Responsible |
Technical Notes |
|---|---|---|---|---|
|
08:30 AM |
Opening Remarks |
Welcome speech by the host and overview of the day’s schedule. |
Host |
Microphone check. |
|
08:45 AM |
Keynote Address |
Speaker: John Smith, CEO of XYZ Corp. |
Keynote Speaker |
AV setup: Microphone, projector, and laptop. |
Morning Sessions (Panel & Workshop 1)
|
Time |
Segment |
Details |
Responsible |
Technical Notes |
|---|---|---|---|---|
|
09:30 AM |
Panel Discussion 1 |
Topic: "Future of AI in Business" |
Moderator & Panelists |
AV setup: Multiple microphones, and cameras for live stream. |
|
10:30 AM |
Coffee Break |
Coffee and refreshments in the lounge area. |
Event Staff |
Setup: Refreshment tables, and water stations. |
|
10:45 AM |
Workshop 1 |
Topic: "Marketing Strategies for 2025" |
Speaker: Jane Doe |
AV setup: Projector, microphone. |
Midday Break and Workshop 2
|
Time |
Segment |
Details |
Responsible |
Technical Notes |
|---|---|---|---|---|
|
12:00 PM |
Lunch Break |
Buffet lunch in the dining hall. |
Catering |
Catering setup, food stations, water bottles. |
|
01:00 PM |
Workshop 2 |
Topic: "Leadership and Innovation" |
Speaker: Alex Lee |
AV setup: Laptop and screen. |
Afternoon Sessions (Panel 2 & Closing)
|
Time |
Segment |
Details |
Responsible |
Technical Notes |
|---|---|---|---|---|
|
02:00 PM |
Panel Discussion 2 |
Topic: "Sustainability in Corporate Practices" |
Moderator & Panelists |
AV setup: Panel mics, live stream setup. |
|
03:00 PM |
Closing Remarks |
Event wrap-up and thank-you speech by the organizer. |
Host |
Microphone check. |
Section 6: Networking & Event Close
|
Time |
Segment |
Details |
Responsible |
Technical Notes |
|---|---|---|---|---|
|
03:15 PM |
Networking Session |
Attendees mingle and network. |
Event Staff |
Setup: Tables for informal discussions. |
|
04:30 PM |
Event Close |
The event officially ends. |
Event Staff |
Ensure all guests exit smoothly. |
Additional Notes for the Event Team:
-
AV Requirements: Ensure all microphones, projectors, and laptops are tested and ready before the event begins.
-
Live Streaming: Confirm all camera angles, microphones, and livestream platforms are set up by 8:00 AM.
-
Catering Setup: Confirm catering service arrives at least 1 hour before lunch and coffee breaks.
-
Security: Ensure security staff are stationed at key locations and access control is in place.
-
Emergency Protocols: Ensure all staff are briefed on emergency exits and procedures before the event begins.
