Free Run Sheet for Organizers Template

Run Sheet for Organizers

Date: June 15, 2050
Location: New York Convention Center, New York City
Event Time: 9:00 AM - 5:00 PM
Event Organizers: [Your Company Name]
Event Manager: [Your Name]
Contact Number(s): +1 (555) 123-4567
Backup Contact(s): +1 (555) 987-6543
Audience Type: Industry professionals, tech enthusiasts, innovators

1. Pre-Event Setup

Time	Task	Responsible Person	Details/Notes
6:00 AM	Arrival and Setup	Sarah Lee, Event Coordinator	Ensure all event materials and signage are delivered and set up.
6:30 AM	Check sound, lighting, and AV	Tech Team (Alex Smith)	Test microphones, virtual conferencing tools, and projector systems.
7:00 AM	Registration Table Setup	Emma Johnson (Volunteer)	Set up the registration desk, print badges, and prepare attendee packets.
7:30 AM	Catering Setup	FreshBite Catering Team	Ensure breakfast snacks, coffee stations, and drinks are ready.

2. Event Kick-off

Time	Task	Responsible Person	Details/Notes
8:30 AM	Guest Arrival & Registration	Emily Cruz (Volunteer)	Greet attendees, and direct them to the registration area.
9:00 AM	Opening Remarks	John Doe (Event Manager)	Welcome attendees, and introduce the event and its goals.
9:15 AM	Keynote Speech: "The Future of AI"	Dr. Lisa Zhang (Speaker)	Ensure the speaker is ready and AV is working.

3. Event Sessions/Activities

Time	Task	Responsible Person	Details/Notes
9:45 AM	Session 1: "AI and Human Collaboration"	Dr. Alan Peterson (Speaker)	Confirm session materials and seating arrangements.
11:00 AM	Networking Coffee Break	Emma Johnson (Volunteer)	Ensure coffee stations are stocked and the networking area is set.
11:30 AM	Session 2: "The Green Tech Revolution"	Samantha Green (Speaker)	Confirm presentation slides are loaded and the speaker is ready.
12:45 PM	Panel Discussion: "The Future of Robotics"	Moderator: Rachel Lee	Ensure all panelists are seated, and microphones are ready.

4. Lunch/Breaks

Time	Task	Responsible Person	Details/Notes
1:00 PM	Lunch Break	Catering Team	Ensure lunch is served on time and dietary requirements are met.
2:00 PM	Networking & Expo	Marketing Team (James Kim)	Ensure booths and expo areas are open for networking.

5. Post-Event

Time	Task	Responsible Person	Details/Notes
4:30 PM	Closing Remarks	John Doe (Event Manager)	Thank attendees, acknowledge sponsors, and provide information about the next event.
4:45 PM	Guest Departure	Emily Cruz (Volunteer)	Ensure smooth exit for all attendees. Direct them to transport or parking areas.
5:00 PM	Tear Down/Pack Up	All Organizers	Dismantle event set up and pack materials for return.
5:30 PM	Final Check of Venue	Sarah Lee	Ensure the venue is cleared and left in good condition.

6. Additional Notes

VIPs or Special Guests: Ensure that the CEO of FutureTech Innovations, Steve Robinson, is given special seating and that any personal requests are fulfilled.
Health & Safety: Verify emergency exits, first aid kits, and ensure all attendees are aware of the nearest exits.
Transportation: Ensure transportation arrangements are in place for speakers and VIPs. A shuttle service is scheduled to transport guests from the venue to hotels.