Event Preparation Run Sheet
Event Name: Annual Charity Gala
Event Date: December 15, 2024
Event Location: Grand Ballroom, City Convention Center
Section 1: Setup & Preparation
Time | Task/Activity | Responsible Person(s) | Notes/Details |
|---|
08:00 AM | Event Venue Setup | Event Coordinator, Setup Crew | Load-in materials, decorations, and stage setup. |
09:30 AM | AV Equipment Check | AV Team | Test sound, lights, and projectors. |
10:00 AM | Vendor Check-in | Event Manager, Vendor Liaison | Confirm vendor arrivals and setup. |
10:30 AM | Registration Desk Setup | Registration Team | Prepare check-in desk and materials. |
11:00 AM | Staff Briefing | Event Manager, All Staff | Final run-through of schedules and roles. |
Section 2: Guest Arrival & Opening Activities
Time | Task/Activity | Responsible Person(s) | Notes/Details |
|---|
01:00 PM | Guest Arrival & Registration Opens | Registration Team, Greeters | Check-in guests, and distribute programs. |
02:00 PM | Welcome Speech | Event Host/MC | Opening remarks and cause introduction. |
02:15 PM | Silent Auction Opens | Event Manager | Begin silent auction. |
Section 3: Event Programming
Time | Task/Activity | Responsible Person(s) | Notes/Details |
|---|
03:30 PM | Entertainment Performance | Performer(s) | Live performance. |
04:30 PM | Keynote Speaker Address | Keynote Speaker | Address by the keynote speaker. |
05:00 PM | Dinner Service Begins | Catering Team | Serve dinner to guests. |
06:00 PM | Live Auction | Auctioneer | Auction items. |
Section 4: Closing & Networking
Time | Task/Activity | Responsible Person(s) | Notes/Details |
|---|
06:30 PM | Thank You Speech & Acknowledgements | Event Host/MC | Acknowledge donors and volunteers. |
07:00 PM | Networking & Entertainment | Event Manager, Entertainment Team | Socialize and entertainment. |
08:00 PM | Event Conclusion & Guest Departure | Event Coordinator, Security | Close event, assist with departure. |
Section 5: Post-Event Clean-Up
Time | Task/Activity | Responsible Person(s) | Notes/Details |
|---|
09:00 PM | Tear-Down and Clean-Up | Event Coordinator, Cleanup Crew | The clear venue, pack up materials. |
Additional Notes:
Transportation: Arrange VIP shuttles.
Emergency Plan: Review exits and procedures.
Media: Photographer and videographer from 01:00 PM.
VIP Parking: Reserved spots for special guests.
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