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. |
Additional Notes:
-
Transportation: Arrange VIP shuttles.
-
Emergency Plan: Review exits and procedures.
-
Media: Photographer and videographer from 01:00 PM.
-
VIP Parking: Reserved spots for special guests.
