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Run sheet vs. checklist: two tools, two functions

An event run sheet is not a checklist. That sounds obvious, but in practice the two are often confused. The result: on the day itself people don't know what to do or who is responsible for what.

The checklist belongs to the planning phase. It holds all the preparations that need to be done before the guests arrive. The checklist steers the preparation.

The run sheet belongs to the delivery. It describes, moment by moment, who does what, and what happens when reality deviates from the plan. The run sheet steers the day itself.

A good run sheet need not be the prettiest document in the folder. It is the most used, though. It sits on the table in front of the stage manager and on the technician's phone screen. The chair has it in their mailbox too. Everyone works with it and relies on it. That is only possible if it is accurate and complete.

The anatomy of a good event run sheet

A run sheet has a fixed structure, but the content is always bespoke. These are the elements that belong in every run sheet.

Contact list. Name, role and phone number of everyone who plays a part on the day. Not in the appendix, but at the top. Because if something goes wrong, you have no time to search.

Minute-by-minute timeline. Not by the hour. Every item gets a start time, end time and owner, including build, sound check and breakdown.

Technical cues. When does which light come on and when does which track play? This is the language between you and your technical team, and it applies just as much to the slides and video clips.

Catering moments. When is the coffee ready and when do the doors open for the buffet? And don't forget the agreement on clearing up by the kitchen staff.

Overrun scenarios. How do you deal with overrun, whether that's 10 or 30 minutes? Good run sheets think this through in advance, so you're not improvising on the day.

Communication agreements. Who communicates internally (via walkie-talkie or WhatsApp) and who communicates externally to the guests? Through which channel does that run?

Roles and responsibilities: who has which run sheet?

A run sheet is rarely one document for everyone. At larger events you work with several versions, tailored to the recipient's role.

The stage manager has the most detailed run sheet: every technical cue and every item with exact times, plus all the communication lines. This is the master file.

The chair or MC has a version with their own moments: when they go on and which message they carry. That also includes how they hand over to the next item.

For the catering coordinator, a version with only the F&B moments will do: setting up and opening, serving and clearing. No technical details to distract them.

For the client or communication professional, an overview version is enough: the broad sweep of the programme with key moments and emergency contacts. No noise, but a firm grip.

We call this the run sheet architecture: one master, several working versions. Everyone has the information they need, no more and no less.

More on roles and responsibilities at events →

Dealing with overrun, technical problems and the unexpected

The unexpected is not a risk at events. It is a certainty. The speaker calls in sick or the projector gives up, and the catering arrives late. Good run sheets account for this.

Build buffers into the programme deliberately. After a 90-minute block, a buffer of 10 to 15 minutes is no luxury. It is professional risk management. You use that buffer for overrun, or for extra networking time if everything is on schedule.

Describe at least two overrun scenarios in the run sheet. A light variant reckons on 5 to 10 minutes of overrun; a heavier scenario on 30 minutes or more. Set down who makes the decisions and who steers the guests and the caterer.

Also set down which items can be moved and which cannot. An opening cannot be moved. A networking moment at the end can.

For technical faults the rule is: one person calls the technician and informs the chair, while another reassures the guests. If that is agreed in advance, no one has to improvise under pressure.

Digital or paper: what works best?

Both. And that is not a compromise. It is standard practice at every professional event.

The master file lives digitally: easy to amend and always the latest version. It can be shared with the whole team. Use a shared document (Google Docs or SharePoint) with editing rights per role. Save it as a PDF too, so no one accidentally overwrites something on the day itself.

On the day itself, paper works better than you'd think. A printed run sheet comes with you into the production room and is readable without a battery. It even survives a coffee stain. Laminate the first page with the contact list: it gets used the most and stained the most.

Always arrange a briefing moment on the day itself, thirty minutes before the build. The whole team stands together with the run sheet in hand. Walk through the day and discuss the critical moments. Name who is responsible for which decision, too. That quarter of an hour prevents hours of chaos.

How Live Impact builds run sheets

We build run sheets that work, not run sheets that impress in a presentation. Our run sheets start at the concept and end at the breakdown. Every item is owned by someone. Every risk has a plan B.

Our show callers and stage managers help write their own run sheet. So on the day itself they rely on it completely. In the wings there are no surprises. Those belong on the stage.

For larger productions we also offer a run sheet workshop for the client: walking through the day together and discussing scenarios. After that we divide up the responsibilities.

More on the role of the show caller →

Time to build your run sheet?

Have you got an event in the pipeline and want to approach the run sheet professionally? Maybe you're stuck on the set-up and don't know where to begin. We'll help you.

Whether it's a congress, kick-off, staff party or gala: we build the direction from concept to confetti. With a run sheet that holds up.

Send a brief via live-impact.nl/briefing or email us at hello@live-impact.nl. Or call us directly: 085 401 40 14.

Seriously fun.

Also read

• Event marketing: why a live event makes your message resonate more strongly

• Kick-off program: how to build a day that sticks

• Teambuilding activities: 20 ideas that really work

Frequently asked questions

What goes into a good event run sheet?

A good event run sheet contains twelve essential parts:

  1. Project overview with goal, audience, date, venue and budget.
  2. Timeline with planning calendar from months out down to the day.
  3. Roles and responsibilities: who does what.
  4. Detailed run sheet, minute by minute.
  5. Supplier and partner info with contacts, contracts and terms.
  6. Technical specs for AV, wifi, power and streaming.
  7. Catering details with menus, numbers and allergies.
  8. Venue specs with floor plans, entrances and emergency exits.
  9. Communication plan, internal and external.
  10. Risks and contingency plans with what-if scenarios.
  11. Checklists for setup, breakdown and guest flow.
  12. Evaluation template to capture feedback.

A good run sheet is your guide during delivery.

Want to know more? Read our full article →

How detailed should an event run sheet be?

A run sheet should be detailed, but not ridiculously long. The basic rule: comprehensive enough that everyone knows what to do. And compact enough — around 20 to 30 pages — so you actually read it.

Per section, a guideline:

  • Project overview: 2 pages
  • Run sheet, minute by minute: 2 to 3 pages
  • Roles matrix showing who does what: 1 page
  • Supplier contacts with phone and email: 1 page
  • Technical specs for AV and streaming: 2 pages
  • Catering and venue: 1 to 2 pages
  • Checklists for setup, breakdown and the day itself: 3 to 4 pages
  • Risks and contingency plans: 1 page
  • Evaluation: 1 page

Too much detail paralyses, too little creates chaos. Live Impact builds tailored run sheets.

Want to know more? Read our full article →

Who uses the run sheet on event day?

The run sheet is for everyone with a responsibility on event day. The project manager uses it as the main overview. The technical director consults the AV specs and timing. The production lead manages the run sheet and checklists.

The facilities manager works with the venue details and breakdown list. The MC has the time schedule and the speaker overview. Every team member gets their own relevant section, not everything for everyone.

Want to know more? Read our full article →

What is the difference between an event script and a run sheet?

An event script is the comprehensive base document for your event: all the planning, roles, technical requirements, risk plan and evaluation. Twenty to thirty pages, drawn up in the weeks before the event.

A run sheet is the compact execution version for the day itself: minute by minute, who does what and when. Two to three pages. The event script is your preparation; the run sheet is your anchor on the day. Live Impact creates both and ensures consistency.

Does Live Impact create a run sheet for every event?

Yes, Live Impact creates a run sheet for every event. We document everything needed: project brief, roles overview, run sheet, technical specifications, catering details, venue floor plans, checklists, risks and emergency scenarios. We present it to your team 2 to 3 weeks before the event, so everyone is prepared. We keep the document up to date during preparation if anything changes. On the day itself we use it as a guide. After the event we use it for evaluation and improvement. A good run sheet is the difference between a smooth event and chaos.

Want to know more? Read our full article →

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