Event Run Sheet Template
A precise event run sheet with a minute-by-minute schedule table, vendor contact list, pre-event checklists, and a post-event checklist. Pre-filled for a 180-person hybrid product launch event.
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// MASTER RUN SHEET — PRODUCTION DOCUMENT
FLOWDASH
LAUNCH EVENT
December 4, 2025 · San Francisco
Venue
The Majestic Theatre, SF
Date
December 4, 2025
Attendance
180 In-Person + 340 Zoom
Format
Hybrid — B2B Product Launch
// Key Contacts — Day-Of
Emma Reyes
Event Lead
415-555-0187
Marco Torres
AV Lead
415-555-0231
Priya Singh
Catering Lead
415-555-0098
Daniel Park
Zoom Host (Remote)
Slack: @dpark
Pre-Event Preparation
Pre-Event Checklists
// ONE WEEK OUT (Nov 27)
- Finalize attendee list — confirm 180 in-person RSVPs, close Eventbrite registration
EMMA - Print all badge inserts — alphabetical, with name, company, and QR code for check-in
EMMA - Confirm speaker run-of-show — send final deck versions to Marco for AV loading. All decks due Nov 28.
EMMA - Confirm catering headcount — Priya needs final numbers 7 days out. Dietary restrictions compiled.
PRIYA - Set up Slido — event code configured, test Q&A moderation flow, share link with Zoom host
DANIEL - Zoom webinar configured — test recording, panelist links, Q&A enabled, practice stream to venue AV
DANIEL - Confirm live demo environment — VP Product to verify demo account, test data, and all demo scripts in staging
PRIYA CHEN - Swag bag assembly — 180 bags: branded water bottle, tote, Flowdash sticker sheet, product one-pager
EMMA - Sponsor and partner logos confirmed — slide deck, signage, website all updated
MARKETING
// DAY BEFORE (Dec 3)
- Venue walk-through — confirm room layout, stage position, screen size, green room location
EMMA + MARCO - AV full tech rehearsal — test all mics (handheld, lavalier, panel), projector, HDMI inputs, streaming encoder
MARCO - Load all presentation decks — in run order on production laptop; backup USB in Emma's bag
MARCO - Demo station laptop setup — 4 laptops prepared with Flowdash demo environment; tested and charging overnight
PRODUCT TEAM - Green room stocked — water, snacks, speaker notes printed, contact sheet on table
EMMA - Pre-recorded customer video — Ember Skincare intro video confirmed final, loaded on production laptop
MARCO - Zoom test stream — full dry run of Zoom → projector split-screen for panel session
DANIEL + MARCO - Parking + load-in logistics — confirm vendor parking permits, loading dock access hours for all vendors
EMMA
// MORNING OF (Dec 4 · Pre-9:00am)
- Emma arrives at 6:45am — meet Marco at loading dock; confirm power to all AV racks
EMMA - Registration table built — trestle table, check-in iPad (Eventbrite app logged in), badge boxes alphabetical, swag bags stacked
EMMA TEAM - All mics tested live — walk through with Marco: handheld, 3 panel lavs, podium mic, audience Q&A mic
MARCO - Catering setup check — confirm morning coffee/pastry station ready for 10:00am doors; buffet supplies in-house
PRIYA - Zoom lobby open by 9:45am — Daniel activates lobby with countdown graphic; Zoom recording on standby
DANIEL - Speakers briefed in green room — 9:30am call time for all on-site speakers; IDs checked against final deck versions
EMMA
Master Schedule
Day-Of Run Sheet
// Critical Notes
All time codes are hard starts. "LIVE DEMO" at 10:25am has zero fallback — if demo environment fails, VP Product has backup screen recording. Zoom recording starts at 10:15am; Daniel confirms with thumbs up to Marco before CEO begins. Any delay over 5 minutes: Emma calls CEO on mobile immediately.
| Time | Item | Owner | AV Cue | Notes |
|---|---|---|---|---|
| 7:00am | Load-in beginsAV setup · Stage build | Marco | House lights ON | Vendor access via loading dock only. Freight elevator reserved. |
| 8:30am | Registration table setupBadges · Swag · iPad | Emma | — | iPad on Eventbrite check-in. WiFi password on laminated card. |
| 9:00am | Venue walk-throughFull tech check | Emma + Marco | Test all mics | Green room stocked. Speaker contact sheet on table. |
| 9:30am | Speaker green room callJames, Priya Chen, Sarah, Alex + panelists | Emma | Deck final check | Confirm run order, clicker, advance slide briefing. |
| 9:45am | Zoom lobby opensCountdown graphic live | Daniel Park | Lobby graphic | Daniel confirms via Slack to Emma when lobby is live. |
| 10:00am | DOORS OPEN Registration begins | Emma + Team | Welcome music | House music playlist: "Flowdash Launch" Spotify playlist. Volume: 30%. |
| 10:10am | Audience seatedReduce house music | Marco | Music fade to 15% | Signal from Emma when 80% of seats filled. |
| 10:15am | Welcome Remarks — CEO James Liu · 10 min | CEO James Liu | Slide deck LIVE | Zoom recording starts on Daniel's thumbs up to Marco. Music out. |
| 10:25am | Product Keynote VP Product Priya Chen · 25 min | Priya Chen | LIVE DEMO | NO SLIDES — live demo only. Backup: screen recording on USB. Demo env: app.flowdash.io/demo |
| 10:50am | Customer Story — Ember SkincareSarah Mitchell · 10 min | Sarah Mitchell | Customer deck | Pre-recorded 90-sec intro video plays FIRST, then Sarah takes stage. Marco: cue video on Emma hand signal. |
| 11:00am | Panel: "The Future of Ops" Alex Wong (mod) · 30 min · 3 panelists (1 remote) | Alex Wong | Split-screen Zoom | Panelists: Lena Park (on-site), David Wu (on-site), Fatima Hassan (Zoom). Test split-screen 10:55am. |
| 11:30am | Audience Q&AAlex Wong mod · 15 min | Alex Wong | Slido OPEN | Slido code shown on screen. Daniel enables Zoom Q&A. Audience mic handler: Marcus from team. |
| 11:45am | Networking + Demo StationsOpen floor · 4 demo laptops live | All Team | Demo laptops live | Catering: appetizers out by 11:45. Each demo station staffed by product team member. |
| 12:00pm | Zoom session endsNetworking continues in-person only | Daniel Park | Zoom end | Daniel sends thank-you to Zoom attendees. Recording available within 24 hours. |
| 12:30pm | Lunch Service Begins Buffet | Priya (Catering) | Ambient music | Buffet setup complete by 12:15. Dietary stations labeled (GF, vegan, halal). |
| 1:30pm | Afternoon Breakout Sessions3 rooms · Various speakers | Various | Room 2 mic check | Room assignments on door signage. 3 breakout rooms prepared with lapel mics. |
| 3:00pm | Closing Remarks — CEO James Liu · 10 min | CEO James Liu | Final slide | Zoom recording STOPS after CEO finish. Daniel confirms stop to Marco. |
| 3:15pm | Networking DrinksSponsored bar · Open floor | — | Music UP (50%) | Sponsored bar open. Catering: canapes and dessert station. |
| 5:00pm | EVENT ENDS Teardown begins | Emma | House lights UP | Guests directed to exit. Staff retain badges for teardown. Last guests out by 5:30pm. |
| 7:00pm | Venue ClearFinal walkthrough · Key return | Emma | — | Emma does final walk before handing keys to venue manager. Lost & found items logged. |
Vendor & Supplier Reference
Vendor Contacts
// AV Production
Marco Torres
415-555-0231
marco@soundtech-sf.com
Responsible for: all audio, projectors, stage lighting, streaming encoder, Zoom AV bridge, deck management, live demo screen.
// Catering
Priya Singh
415-555-0098
priya@greenleafcatering.com
Responsible for: morning coffee/pastry (10am), networking appetizers (11:45am), lunch buffet (12:30pm), drinks reception (3:15pm). Headcount: 185.
// Venue Operations
The Majestic Theatre
Venue Manager: Tom Harley
415-555-0310 (venue desk)
Load-in: 7:00am via loading dock. Venue clear: 7:00pm. Parking: 8 vendor spots reserved. House WiFi password: MJSTIC2025.
// Zoom / Virtual
Daniel Park
Slack: @dpark
daniel@flowdash.io
Responsible for: Zoom webinar host, recording, Slido configuration, virtual attendee Q&A moderation, post-event recording distribution within 24 hours.
// Photography
James Hoang Photography
415-555-0442
james@hoangphoto.com
On-site: 9:30am–4:00pm. Key shots: registration arrivals, keynote, panel, networking. Raw files delivered within 48 hours, edited within 5 business days.
// Bar Service
Copper & Glass Bar Co.
415-555-0551
events@copperandglass.com
Setup by 2:45pm. Service: 3:15–5:00pm. Sponsored by Flowdash — open bar. Includes: wine, craft beer, sparkling water. No spirits per venue license.
Post-Event
// POST-EVENT CHECKLIST (Dec 4–7)
- Zoom recording processed and distributed — email link to all registered attendees within 24 hours
DANIEL - Attendee list exported — check-in data from Eventbrite, merge with Zoom registrations, pass to CRM
EMMA - Thank-you emails sent — speakers, sponsors, Ember Skincare, panelists. Template prepared in advance.
MARKETING - Photography delivered and reviewed — confirm delivery, select 20–30 hero shots for social, website, press
MARKETING - Venue final invoice settled — review against contract, submit for payment within 5 business days
OPS - Post-event survey sent — Typeform survey to all in-person attendees within 48 hours
MARKETING - Debrief meeting scheduled — Emma to schedule within 1 week: what worked, what didn't, lessons for next event
EMMA - Social media recap published — LinkedIn post + Twitter thread with photos and key moments within 48 hours
MARKETING - Budget reconciliation — final actuals vs. budget; variance report submitted to finance
OPS - Lost and found follow-up — email to all attendees re: items left at venue; hold for 30 days
EMMA
Related reading
Frequently asked questions
What is an event run sheet?
An event run sheet (or production schedule) is a minute-by-minute timeline of everything that happens at an event — from load-in to teardown. It lists who is responsible for each item, AV cues, and notes. It's the single source of truth on event day.
Who uses an event run sheet?
Event planners, corporate event managers, venue coordinators, AV teams, and any vendor who needs to know timing. Everyone on the day should have a copy of the run sheet.
Is this event run sheet template free?
Yes — free to use. Describe your event, schedule, and vendors to the AI and it will structure the full run sheet.
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