Free Event Preparation Run Sheet Template

Event Preparation Run Sheet

Event Name: Annual Charity Gala
Event Date: December 15, 2024
Event Location: Grand Ballroom, City Convention Center

Section 1: Setup & Preparation

Time	Task/Activity	Responsible Person(s)	Notes/Details
08:00 AM	Event Venue Setup	Event Coordinator, Setup Crew	Load-in materials, decorations, and stage setup.
09:30 AM	AV Equipment Check	AV Team	Test sound, lights, and projectors.
10:00 AM	Vendor Check-in	Event Manager, Vendor Liaison	Confirm vendor arrivals and setup.
10:30 AM	Registration Desk Setup	Registration Team	Prepare check-in desk and materials.
11:00 AM	Staff Briefing	Event Manager, All Staff	Final run-through of schedules and roles.

Section 2: Guest Arrival & Opening Activities

Time	Task/Activity	Responsible Person(s)	Notes/Details
01:00 PM	Guest Arrival & Registration Opens	Registration Team, Greeters	Check-in guests, and distribute programs.
02:00 PM	Welcome Speech	Event Host/MC	Opening remarks and cause introduction.
02:15 PM	Silent Auction Opens	Event Manager	Begin silent auction.

Section 3: Event Programming

Time	Task/Activity	Responsible Person(s)	Notes/Details
03:30 PM	Entertainment Performance	Performer(s)	Live performance.
04:30 PM	Keynote Speaker Address	Keynote Speaker	Address by the keynote speaker.
05:00 PM	Dinner Service Begins	Catering Team	Serve dinner to guests.
06:00 PM	Live Auction	Auctioneer	Auction items.

Section 4: Closing & Networking

Time	Task/Activity	Responsible Person(s)	Notes/Details
06:30 PM	Thank You Speech & Acknowledgements	Event Host/MC	Acknowledge donors and volunteers.
07:00 PM	Networking & Entertainment	Event Manager, Entertainment Team	Socialize and entertainment.
08:00 PM	Event Conclusion & Guest Departure	Event Coordinator, Security	Close event, assist with departure.

Section 5: Post-Event Clean-Up

Time	Task/Activity	Responsible Person(s)	Notes/Details
09:00 PM	Tear-Down and Clean-Up	Event Coordinator, Cleanup Crew	The clear venue, pack up materials.