What is a run sheet?
A run sheet, also called a "run of show", is a detailed schedule that ensures events run smoothly. It outlines every task, timeline, and responsibility, serving as the ultimate event roadmap. Here's why it's essential:
- Clear Communication: Everyone knows their role and timing.
- Technical Coordination: Includes lighting, sound, and visuals.
- Efficient Operations: Tracks tasks and avoids conflicts.
- Version Management: Keeps updates organized.
Key Components:
- Event Details: Name, date, venue, contacts.
- Timeline: Activities, start times, durations, and technical needs.
- Task Assignments: Who handles each part of the event.
How to Create One:
- Choose a simple format (spreadsheet or document).
- Add event details and tasks.
- Build a detailed timeline.
- Share and update it regularly.
A run sheet is your go-to tool for seamless event management, from weddings to corporate conferences.
Run Sheet Basics
What is a Run Sheet?
A run sheet, sometimes called a production cue sheet or show flow, is a document that maps out the sequence of events and technical instructions for a program or show. It’s laid out in a grid format, listing events in order alongside corresponding technical cues. Unlike a traditional script, a run sheet focuses on timing, roles, and specific details for the event team, helping everyone stay on the same page [2].
Why Are Run Sheets Useful?
Run sheets play a key role in making sure events run smoothly. Here’s how they help:
- Clear Communication: Everyone knows their role and schedule, reducing confusion about who’s doing what and when [1].
- Technical Coordination: They’re essential for tech teams, covering details like:
- Lighting cues
- Sound requirements
- On-screen visuals
- Presenter instructions
- Version Management: As plans evolve, updates are managed by the show caller or director to keep everyone aligned [2].
- Efficient Operations: The grid format makes it simple to track tasks across departments, spot conflicts early, and adjust as needed.
What Is A Run of Show or Shoflo? Learn How to Make Your ...
Main Parts of a Run Sheet
A well-organized run sheet includes several key components that help ensure an event runs smoothly.
Basic Event Information
At the top of your run sheet, include the core event details for easy reference. This section should cover:
- Event name and type
- Date and venue
- Start and end times
- Client or organization name
- Key contact details
Once these basics are in place, you can move on to planning the event's flow with a detailed timeline.
Timeline of Activities
The timeline is the heart of your run sheet, laying out each activity in order. Include start times, durations, and descriptions to keep everything on track. Here's an example:
| Time | Duration | Activity | Details | Technical Requirements |
|---|---|---|---|---|
| 5:00 PM | 30 min | Guest Check-in | Main Lobby | 2 wireless mics |
| 5:30 PM | 15 min | Welcome Speech | Main Hall | Podium mic, slides 1-3 |
| 5:45 PM | 45 min | Keynote Presentation | Main Hall | Wireless mic, slides 4-20 |
Each segment should include precise timing and any necessary technical specifications to avoid confusion.
Task Assignments and Contacts
For every segment, assign a specific person to manage it - usually the presenter or team member responsible for that part. Clear role assignments ensure tasks are handled efficiently and team members know who to reach out to if any problems come up.
4 Steps to Make a Run Sheet
With the key components outlined, it's time to turn your event details into a functional run sheet. Follow these four steps to organize everything into a clear, actionable plan.
1. Choose Your Format
Pick a format that's easy to edit and share, like a spreadsheet or a digital document. Make sure it includes columns for:
- Time slots
- Activity descriptions
- Duration
- Assigned team members
- Technical needs
- Notes or contingency plans
2. Add Event Details and Tasks
Start by entering the main event information at the top of your document. Be sure to include:
- Event name and date
- Venue details, including room assignments
- Contact information for the client and emergency contacts
- Key vendor details
Next, list out every task required, from setup to teardown. Break larger tasks into smaller, actionable steps. For example, under "Guest Registration", you might include:
- Setting up tables
- Preparing name tags
- Organizing the guest list
- Setting up check-in devices
3. Build the Timeline
Organize activities in chronological order, making sure to include buffer times where needed. Divide the schedule into time blocks for:
- Setup and prep periods
- Transitions between activities
- Meal service timing
- Speaker or performer prep
- Audio/visual checks
Here’s an example of how your timeline might look:
| Time Block | Duration | Activity | Lead Person | Equipment Needed |
|---|---|---|---|---|
| 7:00 AM | 60 min | Venue Access & Initial Setup | Operations Manager | None |
| 8:00 AM | 45 min | A/V Equipment Setup | Tech Lead | Sound system, projector |
| 8:45 AM | 30 min | Speaker Sound Check | Tech Lead | Microphones |
4. Share and Keep It Updated
Send the run sheet to all team members at least a week before the event. Here's how to manage it effectively:
- Share digital copies with key stakeholders
- Keep one master version for yourself
- Provide simplified versions to vendors
- Include version numbers and update dates
- Schedule a pre-event review with the team
As changes come up, revise the run sheet and redistribute it immediately. Always have both digital and printed backups on hand during the event to ensure smooth coordination.
Example Run Sheet Layout
Here's a sample layout to help you organize your run sheet for a corporate conference effectively.
Standard Run Sheet Format
Take a look at the run sheet structure for a corporate event below.
Event Header Information:
| Event Details | Information |
|---|---|
| Event Name | Annual Tech Leadership Summit 2025 |
| Date | Friday, April 25, 2025 |
| Venue | Grand Ballroom, Marriott Downtown |
| Event Manager | Sarah Chen (555-0123) |
| Attendance | 250 guests |
Timeline:
| Time | Duration | Activity | Location | Lead | Equipment/Notes |
|---|---|---|---|---|---|
| 6:00 AM | 90 min | Venue setup | Main hall | Operations team | Tables, chairs, staging |
| 7:30 AM | 60 min | A/V setup & testing | Main stage | Tech team | Projector, speakers, mics |
| 8:30 AM | 30 min | Registration setup | Foyer | Guest services | 3 laptops, name badges |
| 9:00 AM | 60 min | Guest arrival & check-in | Foyer | Registration team | Coffee service starts |
| 10:00 AM | 45 min | Opening keynote | Main stage | Dr. James Miller | Presentation slides ready |
| 10:45 AM | 15 min | Transition break | All areas | Floor staff | Reset room configuration |
| 11:00 AM | 90 min | Panel discussions | Breakout rooms | Session leads | Recording equipment |
| 12:30 PM | 60 min | Lunch service | Dining area | Catering team | Buffet style setup |
Emergency Contacts:
| Role | Name | Contact |
|---|---|---|
| Venue Manager | Robert Torres | 555-0124 |
| Security Lead | Maria Garcia | 555-0125 |
| First Aid | First Aid Station | 555-0126 |
Layout Highlights:
- Each time block specifies the duration, activity, and location.
- Equipment and responsibilities are clearly outlined for each task.
- Includes buffer times and easy access to emergency contact details.
Tips for Better Run Sheets
Keep it Simple
A clear and straightforward run sheet is essential for smooth event execution. Highlight key times and responsibilities using bold text to make them easy to spot. Break down larger tasks into smaller, actionable steps. For instance, instead of "set up venue", specify tasks like "registration setup", "seating arrangement", and "AV testing."
Consistency is key. Stick to the same time format (the 12-hour clock works well for US events), use standardized task descriptions, and ensure column headers are uniform. This makes it easier for your team to quickly find the information they need. Once you've streamlined the run sheet, gather input from your team to refine roles and responsibilities further.
Work with Your Team
Organize a pre-event meeting with key team members to address potential scheduling conflicts and polish the run sheet. Consider creating tailored versions for different groups, such as technical staff, catering, and security teams, to ensure everyone has the details they need.
Send out the final run sheet at least 48 hours before the event. This gives everyone enough time to review their tasks and address any last-minute questions or changes.
Use Digital Tools
Digital tools can simplify run sheet management and improve efficiency. Platforms like Run-Sheets.com allow for real-time updates, instant sharing, and easy collaboration.
Some helpful features include task tracking, timeline visualization, customizable templates, and the ability to make updates on the fly. These tools can save you time and reduce errors during your event.
Conclusion
A well-prepared run sheet is crucial for ensuring an event runs smoothly. It organizes timelines, assigns tasks, and helps teams handle surprises effectively.
Keep it simple and easy to use. Whether you're planning a small gathering or a large-scale conference, having a tool that allows real-time updates and team collaboration can make all the difference. Platforms like Run-Sheets.com offer features to create, manage, and share professional run sheets, keeping everything on track.
Tailor your run sheets to match your event's specific needs. Clear communication and proper organization, paired with the right tools, can help you deliver events that stand out.