Something that come in handy almost all of the time at venues and events are run sheets.
Run sheets (also sometimes known as ‘delivery run sheet’, ‘run of show document’ or colloquially as a ‘programme’) act as a running order of all the jobs that need to be completed in what order before, during, and after an event. They help you break down the larger bulk tasks that have several components to them, to make sure everything runs on time. Run sheets are often referred to as planning documents, however they sometimes belong more to the delivery document category. This is because they are used as a concise checklist or guide to when operational tasks need to be finished, not when the planning stages for the tasks are required.
Each person participating in the event delivery process should get a copy of the run sheet so they know who is in charge of what, and the more accurate details you provide, the more they will be able to do their job. It may be the smallest detail you overlook that has an impact on the smooth operation of the case, so no matter how big or small the detail is, if you’re unsure it’s better to include it.
Top Tip: Have a 10% to 15% contingency period for each task over and above your expected completion time, as there is always hiccups. Include a list of key event contacts to make sure everyone is aware of the chain of command and who to call if a problem occurs. Include breaks for employees and volunteers, as well as cover at those times.
You can expect to be continuously tweaking it when new and more accurate information comes in, up to around a week before the event. Ensure you label the version of your run sheet to eliminate any confusion. Best way to do this is to make sure it is on the front cover of the document if there is one, and also in the footer/header on each page, e.g: DRAFT Version 2 26.11.25
In the below template, the main column should contain the specific tasks that will happen in a given timeframe, they need to be in chronological order and as accurate as possible. The timings, in the left two columns, shouldn’t be limiting however, for example if a contractor will be setting up a number of facilities that you don’t have an exact timing for, don’t try to put one in, you can use a range if it is realistic. You can use rudimentary colour coding in these boxes to denote certain tasks that are benchmark tasks, which have to happen before the rest of the tasks can continue. For example, this could be certain health & safety sign offs or basic water facilities being set up.
In the right-hand column should be the name of the company/contractor who will be supplying the service or equipment. If it is an internal task, the staff member who is leading on it should go here. You can also include a contact number for the staff member lead or contractor.
This template below has been filled out arbitrarily to give you an example of some tasks that may be used on a run sheet such as this. They don’t relate to any specific event and should not be used as benchmarks for your own event.
There is a blank Excel template also available to you in the Module 4 document library in the materials tab.
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