Printable Event Run Sheet
Event Name: Annual Gala Night
Event Date: Saturday, March 16, 2050
Event Location: Grand Ballroom, City Hotel
Event Coordinator: [Your Name], [Your Company Name]
Contact Number: [Your Company Number]
1. Setup and Preparations
Time | Activity | Details | Person Responsible | Notes |
|---|
9:00 AM | Venue Access | The setup crew arrives. | Venue Manager | Confirm crew arrival. |
9:30 AM | Setup Begins | Decor, AV, tables, and chairs set up. | Setup Team Lead | Check AV equipment. |
11:00 AM | AV Sound Check | Test sound equipment. | AV Technician | Confirm backup equipment. |
12:00 PM | Catering Team Arrival | Set up food and service areas. | Catering Manager | Coordinate with event coordinator. |
2:00 PM | Final Walkthrough | Check all setups. | Event Coordinator | Verify seating and branding. |
2. Guest Arrival and Registration
Time | Activity/Task | Details | Person Responsible | Notes |
|---|
5:30 PM | Registration Desk Opens | Guests check in and receive programs. | Registration Staff | Prepare name tags. |
6:00 PM | Cocktail Hour | Drinks and snacks served. | Catering Team | Ensure staff are ready. |
3. Main Event Program
Time | Activity/Task | Details | Person Responsible | Notes |
|---|
6:45 PM | Guests Seated | The emcee announces seating. | Emcee | Confirm seating arrangements. |
7:00 PM | Opening Remarks | Welcome speech. | Emcee | Finalize script. |
7:15 PM | Dinner Service | Dinner is served to guests. | Catering Manager | Ensure smooth service. |
8:00 PM | Keynote Speech | Keynote speaker presentation. | Keynote Speaker | Check AV setup. |
8:45 PM | Entertainment Program | Music and activities. | Entertainment Manager | Confirm performance schedule. |
9:30 PM | Raffle Draw | Announce raffle winners. | Emcee | Prepare raffle items. |
4. Event Closing and Wrap-Up
Time | Activity/Task | Details | Person Responsible | Notes |
|---|
10:00 PM | Event Closing | Thank you speech and farewell. | Event Host | Hand out gifts. |
10:30 PM | Guest Departure | Assist guests with departure. | Event Coordinator | Confirm transport availability. |
11:00 PM | Breakdown and Cleanup | Tear down and clean the venue. | Cleanup Crew | Return rented items. |
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