Live Event Run Sheet
Pre-Event and Registration
Time | Segment | Details | Responsible | Technical Notes |
|---|
08:00 AM | Doors Open / Registration | Guests arrive and check in at the registration desk. | Event Staff | Set up signage and registration table. |
Opening & Keynote Address
Time | Segment | Details | Responsible | Technical Notes |
|---|
08:30 AM | Opening Remarks | Welcome speech by the host and overview of the day’s schedule. | Host | Microphone check. |
08:45 AM | Keynote Address | Speaker: John Smith, CEO of XYZ Corp. | Keynote Speaker | AV setup: Microphone, projector, and laptop. |
Morning Sessions (Panel & Workshop 1)
Time | Segment | Details | Responsible | Technical Notes |
|---|
09:30 AM | Panel Discussion 1 | Topic: "Future of AI in Business" | Moderator & Panelists | AV setup: Multiple microphones, and cameras for live stream. |
10:30 AM | Coffee Break | Coffee and refreshments in the lounge area. | Event Staff | Setup: Refreshment tables, and water stations. |
10:45 AM | Workshop 1 | Topic: "Marketing Strategies for 2025" | Speaker: Jane Doe | AV setup: Projector, microphone. |
Midday Break and Workshop 2
Time | Segment | Details | Responsible | Technical Notes |
|---|
12:00 PM | Lunch Break | Buffet lunch in the dining hall. | Catering | Catering setup, food stations, water bottles. |
01:00 PM | Workshop 2 | Topic: "Leadership and Innovation" | Speaker: Alex Lee | AV setup: Laptop and screen. |
Afternoon Sessions (Panel 2 & Closing)
Time | Segment | Details | Responsible | Technical Notes |
|---|
02:00 PM | Panel Discussion 2 | Topic: "Sustainability in Corporate Practices" | Moderator & Panelists | AV setup: Panel mics, live stream setup. |
03:00 PM | Closing Remarks | Event wrap-up and thank-you speech by the organizer. | Host | Microphone check. |
Section 6: Networking & Event Close
Time | Segment | Details | Responsible | Technical Notes |
|---|
03:15 PM | Networking Session | Attendees mingle and network. | Event Staff | Setup: Tables for informal discussions. |
04:30 PM | Event Close | The event officially ends. | Event Staff | Ensure all guests exit smoothly. |
Additional Notes for the Event Team:
AV Requirements: Ensure all microphones, projectors, and laptops are tested and ready before the event begins.
Live Streaming: Confirm all camera angles, microphones, and livestream platforms are set up by 8:00 AM.
Catering Setup: Confirm catering service arrives at least 1 hour before lunch and coffee breaks.
Security: Ensure security staff are stationed at key locations and access control is in place.
Emergency Protocols: Ensure all staff are briefed on emergency exits and procedures before the event begins.
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