- Role
- Overall lead
- Assignee
- Empty
- Duties
- Time management and decisions
- Check
- Unchecked
Gatherings & events · Event run sheet
Event day run sheet
When you need the event day timeline, owners and supplies on one page
Only you can see the new document. Checks and statuses start empty, and share links, polls and surveys open when you publish them yourself.
Event day run sheet
- Event name
- Not set
- Event date and time
- Not set
- Place
- Not set
- Lead
- Not set
Enter the event name and date in the document details, then change the first time in the run sheet to the actual start time.
Splitting roles
First decide who handles what on the day. Once roles are set, mark the check.
| Role | AssigneeAssignee | Duties | CheckCheckbox |
|---|---|---|---|
| Overall lead | Empty | Time management and decisions | Unchecked |
| Check-in and guidance | Empty | Welcome participants and check the list | Unchecked |
| Equipment and sound | Empty | Screen and mic check | Unchecked |
| Notes and photos | Empty | Photos and notes | Unchecked |
| Cleanup | Empty | Cleanup and returns | Unchecked |
- Role
- Check-in and guidance
- Assignee
- Empty
- Duties
- Welcome participants and check the list
- Check
- Unchecked
- Role
- Equipment and sound
- Assignee
- Empty
- Duties
- Screen and mic check
- Check
- Unchecked
- Role
- Notes and photos
- Assignee
- Empty
- Duties
- Photos and notes
- Check
- Unchecked
- Role
- Cleanup
- Assignee
- Empty
- Duties
- Cleanup and returns
- Check
- Unchecked
Run order
List the items in time order and update the status as you go.
| Time | Step | AssigneeAssignee | What to bring | StatusStatus |
|---|---|---|---|---|
| 09:00 | Venue setup and equipment check | Empty | Equipment list | Empty |
| 09:30 | Check-in opens | Empty | List and name tags | Empty |
| 10:00 | Opening remarks and guidance | Empty | Info screen | Empty |
| 10:10 | First program | Empty | Presentation materials | Empty |
| 11:00 | Break | Empty | Water and snacks | Empty |
| 11:15 | Second program | Empty | Activity materials | Empty |
| 12:00 | Closing remarks and cleanup | Empty | Cleanup bags | Empty |
- Time
- 09:00
- Step
- Venue setup and equipment check
- Assignee
- Empty
- What to bring
- Equipment list
- Status
- Empty
- Time
- 09:30
- Step
- Check-in opens
- Assignee
- Empty
- What to bring
- List and name tags
- Status
- Empty
- Time
- 10:00
- Step
- Opening remarks and guidance
- Assignee
- Empty
- What to bring
- Info screen
- Status
- Empty
- Time
- 10:10
- Step
- First program
- Assignee
- Empty
- What to bring
- Presentation materials
- Status
- Empty
- Time
- 11:00
- Step
- Break
- Assignee
- Empty
- What to bring
- Water and snacks
- Status
- Empty
- Time
- 11:15
- Step
- Second program
- Assignee
- Empty
- What to bring
- Activity materials
- Status
- Empty
- Time
- 12:00
- Step
- Closing remarks and cleanup
- Assignee
- Empty
- What to bring
- Cleanup bags
- Status
- Empty
If things run late, the lead decides right away which item to cut. Mark cut items as skipped.
Supplies check
Note the quantity and owner for each item, and mark the check once packed.
| Item | QuantityNumber | AssigneeAssignee | CheckCheckbox |
|---|---|---|---|
| Name tags and participant list | 30 | Empty | Unchecked |
| Signs and arrows | 4 | Empty | Unchecked |
| Mics and cables | 2 | Empty | Unchecked |
| Water and snacks | 30 | Empty | Unchecked |
| Cleanup bags and tape | 5 | Empty | Unchecked |
- Item
- Name tags and participant list
- Quantity
- 30
- Assignee
- Empty
- Check
- Unchecked
- Item
- Signs and arrows
- Quantity
- 4
- Assignee
- Empty
- Check
- Unchecked
- Item
- Mics and cables
- Quantity
- 2
- Assignee
- Empty
- Check
- Unchecked
- Item
- Water and snacks
- Quantity
- 30
- Assignee
- Empty
- Check
- Unchecked
- Item
- Cleanup bags and tape
- Quantity
- 5
- Assignee
- Empty
- Check
- Unchecked
On-site issues
Note each issue that comes up on the day in one line and record how it was handled.
On-site issues
| Issue | Category | Urgency | Assignee | Handling | Notes |
|---|---|---|---|---|---|
| Mic volume is low | Equipment | Not set | Not set | Not set | Check the backup mic |
| Running late | Time | Not set | Not set | Not set | Decide which item to cut |
| Not enough seats | Participant, Place | Not set | Not set | Not set | Check where the spare chairs are |
- Category
- Equipment
- Urgency
- Not set
- Assignee
- Not set
- Handling
- Not set
- Notes
- Check the backup mic
- Category
- Time
- Urgency
- Not set
- Assignee
- Not set
- Handling
- Not set
- Notes
- Decide which item to cut
- Category
- Participant, Place
- Urgency
- Not set
- Assignee
- Not set
- Handling
- Not set
- Notes
- Check where the spare chairs are
☐
Every item has an owner.
☐
Checked the supply quantities and packed them.
☐
Turned on the equipment in advance and checked it.
☐
Finished cleanup and returns after the event.