How do you create a comprehensive event run sheet?

1 Define the event objectives and scope

Before you start creating your event run sheet, you need to have a clear idea of what you want to achieve and what resources you have. Think about the purpose, goals, audience, budget, location, and date of your event. Write down the key information and requirements for each aspect. This will help you set the parameters and expectations for your event run sheet.

2 Break down the event into phases and segments

Next, you need to divide your event into manageable phases and segments. A phase is a broad stage of the event, such as pre-event, on-site, and post-event. A segment is a specific part of a phase, such as registration, opening, breakout sessions, networking, and closing. For each phase and segment, identify the main activities and tasks that need to be done, and assign them to the relevant team members or stakeholders.

3 Create a timeline and schedule for each phase and segment

Now, you need to create a timeline and schedule for each phase and segment. This will help you determine the duration, order, and dependencies of each activity and task. Use a spreadsheet or a software tool to create a table or a chart that shows the start and end time, location, and responsible person for each item. You can also use color codes or symbols to indicate the status, priority, or category of each item.

4 Add details and instructions for each activity and task

Next, you need to add details and instructions for each activity and task. This will help you communicate the expectations, procedures, and contingencies for each item. For example, you can include the names and contact information of the speakers, vendors, sponsors, and volunteers; the equipment, materials, and supplies needed; the scripts, cues, and announcements to be made; the backup plans and emergency protocols to be followed; and any other relevant information.

5 Review and refine your event run sheet

Before you finalize your event run sheet, you need to review and refine it. This will help you ensure that it is accurate, complete, and consistent. Check for any errors, gaps, overlaps, or conflicts in your timeline, schedule, details, and instructions. Ask for feedback from your team members and stakeholders, and incorporate their suggestions and corrections. Make sure that your event run sheet aligns with your event objectives and scope.

6 Distribute and update your event run sheet

Finally, you need to distribute and update your event run sheet. This will help you share the information and expectations with your team members and stakeholders, and keep them informed of any changes or developments. Send your event run sheet to everyone involved in the event, and make sure they acknowledge and understand it. Update your event run sheet as needed, and notify everyone of any modifications or adjustments.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?