Running a successful conference requires precision timing across dozens of moving parts — from AV checks and speaker briefings to catering changeovers and delegate registration. This conference run sheet template gives you a ready-made framework to coordinate your venue team, AV crew, speakers, and catering staff so that every session starts on time and every attendee has a seamless experience. Adapt the tasks below to suit your specific conference format, whether it's a single-day summit or a multi-track symposium.
| Time | Task | Responsible | Location |
|---|---|---|---|
| 06:00 | Venue access and setup begins | Venue Staff | Main Hall |
| 06:30 | AV equipment installation and testing | AV Team | Main Stage |
| 07:00 | Registration desk setup | Event Staff | Foyer |
| 07:30 | Catering setup — morning tea station | Catering | Breakout Area |
| 08:00 | Speaker briefing and AV rehearsal | AV Team | Green Room |
| 08:30 | Delegate registration opens | Event Staff | Registration Desk |
| 09:00 | Welcome address by MC | MC | Main Stage |
| 09:15 | Keynote speaker — Session 1 | Speaker | Main Stage |
| 10:30 | Morning tea break service | Catering | Breakout Area |
| 11:00 | Concurrent breakout sessions begin | Event Staff | Breakout Rooms |
| 12:30 | Lunch service and networking | Catering | Dining Area |
| 13:30 | Panel discussion — afternoon session | MC | Main Stage |
| 15:00 | Afternoon tea service | Catering | Breakout Area |
| 16:00 | Closing keynote and thank-you remarks | MC | Main Stage |
| 17:30 | Pack-down and venue clearance | Venue Staff | Main Hall |
Confirm AV requirements with all speakers at least one week before the event and run a full tech rehearsal the morning of.
Have a printed speaker schedule and backup slides on a USB at the AV desk in case of laptop failures.
Build 10-minute buffer gaps between sessions to absorb delays without throwing the entire day off schedule.
Ensure registration staff are briefed on name-badge allocation, walk-in registration, and any VIP guests who require special treatment.
Communicate clearly with catering on exact headcounts and dietary requirements at least 72 hours in advance.
Aim to arrive at least two to three hours before delegate registration opens. This gives AV teams time to set up and test equipment, venue staff time to arrange seating, and your team time to brief speakers and troubleshoot any issues before guests arrive.
A conference run sheet should include every timed action item for the day: AV checks, registration opening, each session with the speaker name and duration, catering service windows, breaks, and pack-down times. Include responsible parties and locations for each task.
Use colour-coded rows or separate columns per room. Assign a room lead for each breakout space who is responsible for keeping sessions on time and communicating with the central coordination team via radio or messaging app.
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