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.
Key Contacts During the Event:
-
Technical Support: Alex Smith (AV Technician) - +1 (555) 111-2233
-
Catering: FreshBite Catering Team - +1 (555) 444-5566
-
Security: Mark Jackson (Security Lead) - +1 (555) 555-6677
-
Transportation: Sarah Taylor (Transport Coordinator) - +1 (555) 222-8899
