Free Event Logistics Run Sheet Template
Event Logistics Run Sheet
Event Name: Global Technology Innovations Conference
Event Date: June 10, 2050
Venue: FutureTech Convention Center, Silicon Valley, CA
Event Coordinator: [Your Company Name]
Contact: [Your Company Number]
1. Pre-Event Logistics
Time | Task | Responsible Person | Location | Notes |
|---|---|---|---|---|
5:00 AM | Venue Access Opens | Alex Rodriguez | Main Entrance | Staff arrives |
5:30 AM | Vendor/Staff Check-in | Olivia Harris | Vendor Desk | Badge distribution |
6:00 AM | Registration Opens | James Carter | Registration Area | Ready check-in system |
2. Setup & Event Preparation
Time | Task | Responsible Person | Location | Notes |
|---|---|---|---|---|
6:30 AM | Setup Staging & AV | Tech Team | Conference Hall | Test AV equipment |
7:30 AM | Final Walkthrough | Sarah Collins | Event Spaces | Check all areas |
3. Event Start & Opening
Time | Task | Responsible Person | Location | Notes |
|---|---|---|---|---|
8:00 AM | Guest Arrival & Networking | Emma Thompson | Lobby | Drinks and snacks |
8:30 AM | Opening Remarks | John Davis | Main Stage | Mic check |
9:00 AM | Keynote Speaker | Dr. Emily Adams | Main Stage | Confirm tech setup |
4. Sessions & Activities
Time | Task | Responsible Person | Location | Notes |
|---|---|---|---|---|
10:30 AM | Coffee Break | Catering Team | Break Area | Snacks and beverages |
11:00 AM | Session 1 | Dr. Ray Martinez | Breakout Room 1 | Q&A included |
12:30 PM | Lunch Break | Catering Team | Dining Area | Buffet-style lunch |
1:30 PM | Session 2 | Dr. Mia Leung | Breakout Room 2 | Q&A included |
3:00 PM | Afternoon Break | Catering Team | Break Area | Light snacks |
3:30 PM | Networking Hour | Olivia Harris | Exhibit Hall | Staff assist navigation |
5. Event Conclusion
Time | Task | Responsible Person | Location | Notes |
|---|---|---|---|---|
4:30 PM | Closing Remarks | John Davis | Main Stage | Final announcements |
5:00 PM | Event Wrap-Up | Event Team | Exit | Thank guests |
6. Post-Event Logistics
Time | Task | Responsible Person | Location | Notes |
|---|---|---|---|---|
6:00 PM | Load Out | Tech Team & Staff | Conference Hall | Begin dismantling |
Additional Details
Vendors
Catering: FutureTech Catering, Emily Wang
AV/Lighting: NextGen AV Solutions, Tom Parker
Decor: Luxe Event Décor, Linda Green
Security: Titan Security, David Nguyen
Emergency Contacts
Event Coordinator: Sarah Collins, (123) 456-7890
Security: Titan Security, (123) 555-1122
Medical: St. Mary's Hospital, (123) 555-5678
Key Notes
Setup: Ensure all areas are ready 2 hours before the event.
Guest Check-in: Peak time 7:30 AM - 8:30 AM.
Tech: Soundcheck 30 minutes before speakers.
Food: Dietary options are available at all meals.
Flow: Ensure signage for all areas.
