How to make a run sheet for your next Melbourne school event (and why you definitely need one)
Even the most seasoned of professional event planners would be completely lost without a run sheet on event days.
First things first: what is a run sheet? This is a document, also called an event schedule, that is used on the actual day of your event, to keep track of all your planned activities and notes and be sure everything goes according to plan. It outlines everything that needs to be done by your team—leaving nothing to chance and setting actions out by times (and person) to ensure a smooth event.
Someone recently asked me about my process for communicating and sharing information for the school event with key stakeholders at the actual event. The answer is that you can’t beat a good run sheet for this! They are such a powerful tool for all parties involved and it’s absolutely worth it to spend the time to get yours just right.
They also provide a sense of satisfaction and calm on the day of the event-- knowing that all the planning and preparation for the event has been done and is organised in front of you, ready to be ticked off.
I actually start preparing my run sheet at the beginning of the planning stage. We use it as a live document to keep on track throughout the planning process, so I know who my key contacts are and what is next. It guides us through the planning stages and prompts any further actions that may be needed.
So why prepare an event run sheet?
Streamline the planning process
They provide guidance, clarity and accountability. You use it throughout the entire event planning process, so that everyone is (literally) on the same page throughout. Then the final document leads you through the day itself.
Minimise everyone’s stress on the day
Think of your run sheet as the road map for your event day. They set the scene from the beginning to the end. Minimise your stress on the day, knowing everything is set out in front of you and it has all been planned well. You know exactly when everything is happening, who is looking after what, and can minimise the likelihood of any unwelcome surprises on the day.
Allow for seamless stakeholder (and team) communications
Your stakeholders will want to know what’s happening with the event. For the ones who want a deeper level of detail, you can’t beat a run sheet! And for your team, a detailed run sheet keeps everyone connected, in tune, and accountable. They inform school leadership, key stakeholders, vendors, staff and students of responsibilities and actions.
Leave nothing to chance
They are an accumulation of the preparation, planning and execution for the event. By laying the entire day out by times, you expose every small question (and potential hiccup) that might arise, so you can address it ahead of time. (See example below).
Be organised for next year
Finally, if you’ve put all these hours into creating a new event, you should be able to recreate a similar event in the future with half the work! Keep your run sheet, so you will know exactly what to do next year.
And most importantly, they are a critical component to ensure your school events are the best reflection of your school's brand and community.
Armed with a solid run sheet, an event organiser should be able to walk into the event space with a clear understanding and intimate knowledge of the entire day/evening, and feel confident moving into event execution.
Example of a school event run sheet
This is what a run sheet looks like. This particular document was for a school breakfast event. As you can see, detail is important! I left in the questions and notes, so you can see how the run sheet helps to organise details of the day that might otherwise be forgotten.
5.45am
Maintenance and caterers arrive - food preparation and finalise set up
*What do you require them to do here? Send out separate set up information.
7.00am
Principal and Deputy Principal arrive
*What do you need from Senior Leadership on the day? Communicate separately.
7.15am
Guest speakers arrive
*What do you need from the guest speakers? What information should be provided to them prior to the event day? Be sure you have their compliance, WWCC, Induction etc.
7.30am
Meet and greet students/guests
*Who will be standing at the door when guests arrive? Who will be directing guests to tables?
7.45am
Formalities commence - welcome, greetings and acknowledgements
*Do you need AV here? Will you outsource or use internally?
