Run Sheet for Conferences
Event Name: [Insert Conference Name]
Date: [Insert Date]
Location: [Insert Location]
Event Coordinator: [Your Name] | [Your Company Name]
Run Sheet Overview: Morning Activities
Time | Activity | Description/Details | Team | Notes |
|---|
7:00 AM | Venue Access | Venue opens, setup begins for AV, registration, and catering | Venue Staff, AV Team | Ensure all teams have access |
8:00 AM | Registration Opens | Attendees check-in, receive badges and materials | Registration Team | Have extra badges ready |
8:30 AM | Breakfast Networking | Light breakfast served; networking opportunity | Catering Team | Confirm dietary preferences |
9:00 AM | Welcome Remarks | Opening speech by the host or event organizer | Host/MC | Test microphones beforehand |
9:15 AM | Keynote Address | Keynote speaker presentation | Keynote Speaker | Provide bio to host for an intro |
Run Sheet Overview: Midday Activities
Time | Activity | Description/Details | Team | Notes |
10:00 AM | Break | Coffee/tea and snacks available | Catering Team | Refresh stations |
10:15 AM | Session 1 | Breakout sessions or panel discussions begin | Session Moderators | Confirm tech setup in rooms |
11:15 AM | Session 2 | Second set of breakout sessions or panels | Session Moderators | Monitor timing closely |
12:15 PM | Lunch | Buffet or plated lunch served | Catering Team | Label all allergens clearly |
Run Sheet Overview: Afternoon Activities
Time | Activity | Description/Details | Team | Notes |
1:30 PM | Workshop/Interactive Session | Hands-on workshops or interactive activities | Workshop Leaders | Ensure materials are ready |
3:00 PM | Break | Coffee/tea and snacks available | Catering Team | |
3:15 PM | Session 3 | Final set of breakout sessions or panel discussions | Session Moderators | |
4:15 PM | Closing Remarks | Thank you speech, a summary of the day’s highlights | Host/MC | Include details of the next steps |
4:30 PM | Networking Reception | Informal gathering with light snacks and drinks | Catering Team | Setup tables and drink areas |
5:30 PM | Event Close | Final announcement and venue closes | Event Coordinator | Double-check cleanup process |
Key Contacts
Name | Role | Contact Information |
[Name] | Event Coordinator | [Phone/Email] |
[Name] | AV Team Lead | [Phone/Email] |
[Name] | Catering Manager | [Phone/Email] |
[Name] | Keynote Speaker | [Phone/Email] |
[Name] | Venue Manager | [Phone/Email] |
Post-Event Wrap-Up
Collect attendee feedback through surveys.
Thank speakers, sponsors, and participants.
Review success metrics and lessons learned.
Prepare a summary report for stakeholders.
Sheet Templates @ Template.net
