The importance of an event run-sheet

We know all too well the importance of a well-thought-out and detailed run-sheet to get you to the opening day/night of your event. It is weeks or months of work summarised into a step-by-step guide to help you manage several tasks and to iron out any unforeseen issues that may arise.

If you’re not prepared, bump-in can be especially overwhelming and it can feel like the weight of the world is on your shoulders.

A flawless run-sheet is impossible, there will almost always be hurdles to overcome along the way, but preparing for those hurdles is possible and how to overcome them takes both patience and experience…..and a well planned run-sheet.

So what is a run-sheet?

Put simply, it is a step-by-step guide for event organisers and event managers to use as the blueprint to running a successful event.

There’s no way everyone can memorise every facet of their event, especially if its a multi-day event spread across multiple venues with special guests, speakers, volunteers, staff, venues, sponsors and vendors to coordinate.

But how do you put all this information on one document?

Quite simply, lay out your information in its basic form with just enough detail to spark a memory or as a reference point for another document where you can find more information.

At the very least, a run-sheet should include:

• Bump-in start and finish times

• Who is responsible?

• Location within or outside your venue

• Special requirements i.e. dietary requirements, salutations

• Event Contact details

• Notes/Comments

Creating your run-sheet

It is important to create a run-sheet that works for you. However, it is just as important for your key stakeholders to understand it, so nothing is lost in translation. Try not to use abbreviations or code words for things unless you are positive your staff understand what they mean or you have a key somewhere on the run sheet.

STEP 1: Contact list

Extremely important to run your event. We are not referring to attendees. Contacts are the stakeholders who help make your event happen. Special guests, food vendors, bar staff, security, traffic management, event hire companies, production crew, AV techs and work crew are just a few to have details for. As the man or woman in charge, you need to be across all stakeholders and have their contact information available at all times and especially when a problem arises.

STEP 2: Eye in the detail

Once you have a run sheet template you are happy with, its time to start filling it with information that you and your team can refer to at all times. As we mentioned above, don’t fill it with abbreviated words or codes because not everyone will understand.

We recommend listing your run sheet in chronological order with column headings:

• Time

• Location

• Activity/Action

• Person or team responsible

• Notes/Comments

Rows are then simply listed down the page with each task that needs to be carried out in chronological order separated by start and finish times. ‘Start’ times should take priority.

STEP 3: Notes are a quick reference

We have seen way too many run-sheets in the past where people leave the notes section completely blank OR put information in there that is irrelevant or outdated.

Notes should be looked at as your safety net if you are on-site and unsure of something. For example; If your AV technician is unsure what the dB reading is for the event, the notes section is the perfect place to store this information and is therefore a perfect ‘quick reference’ point. You may also like to store phone numbers for people in the notes section or specific information about a speaker including their salutation, dietary requirements, and so on.

Sharing your run-sheet

It is strongly recommended to share your run-sheet with as many stakeholders as possible. The more of your team who know about the behind the scenes, the more you can trust everything runs according to plan.

Try to share your run-sheet on a live platform where live changes and communication can take place. You don’t want to make updates to a run-sheet and for your staff not to see the updates on the day of the event. Ensure you are updating a live version and remind your staff with access to do the same.