Free Event Management Run Sheet

8:00 AM

Setup Begins

Event Staff / Vendors

Setup venue & equipment

8:30 AM

Sound/Lighting Check

AV Team

Test AV equipment

9:00 AM

Registration Desk Setup

Registration Team

Prepare check-in area

9:30 AM

Catering Setup

Catering Team

Set up food & drinks

9:45 AM

Decorations Setup

Decor Team

Arrange decor & signage

10:00 AM

Final Venue Check

Event Coordinator / Staff

Clean & ready venue

10:30 AM

Staff Briefing

Event Coordinator

Review roles

11:00 AM

VIP Arrival & Welcome Drinks

Event Coordinator / Greeters

Greet VIPs

11:30 AM

Guest Arrival & Registration

Registration Team

Check-in & badges

12:00 PM

Opening Speech

MC - James Harris

Welcome address

12:15 PM

Keynote: "AI Future"

Dr. Lila Anderson

Keynote speaker

1:00 PM

Coffee Break

Catering Team

Refreshments

1:30 PM

Panel: "Sustainable Tech"

Moderator & Panelists

Panel discussion

2:30 PM

Tech Demos

Exhibitors

Demo booths open

4:00 PM

Workshop: "Smart Cities"

Facilitators

Workshop session

5:00 PM

Q&A with Keynote

Dr. Lila Anderson

Audience Q&A

6:00 PM

Dinner Break

Catering Team

Buffet dinner

7:00 PM

Evening Talk: "Robotics"

Tom Stevens

Presentation

7:45 PM

Closing Remarks

MC - James Harris

Thank attendees

8:00 PM

Event Ends & Guest Departure

Event Staff

Smooth guest departure

8:30 PM

Final Cleanup

Event Staff / Venue Staff

Clean up venue

9:00 PM

Equipment Breakdown

AV Team

Pack AV gear

9:30 PM

Payments & Final Checks

Event Coordinator

Settle payments

10:00 PM

Team Debrief

Event Coordinator / Team

Discuss event feedback

10:30 PM

Send Thank You Emails

Event Coordinator

Send out thank you notes