# Event Run Sheet > 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. Source: https://buildpdfs.com/templates/event-run-sheet Category: Business 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. ## What's included - Master run sheet: time, item, owner, AV cue, and notes columns - Vendor and team contact sheet - Pre-event checklists: one week out, day before, day of - Post-event checklist and teardown schedule - Event overview page with key details and logistics ## Sample content // 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 ## 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. [Use this template](https://buildpdfs.com/signup?templateId=event-run-sheet) — free, no credit card required.