Free Printable Event Run Sheet

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.

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.

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.

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.