The stages of organizing an event are practically the same, whether for a small or large event agency. What makes the difference is how you prepare the event and who you are looking to involve.
The event run sheetis one of the most important documents you can use weeks or even months before the event. More than a way to gather information, it will allow you to implement your action plan in the best way before the date set for the event.
In this article, we explain to you the usefulness of a run sheet and the best way to take advantage of it.
What is a run sheet?
The Run Sheet is a document that provides a brief summary of the event and contains basic information such as the schedule, number of participants, budget, list of contacts etc. The run sheet is useful for transmitting key elements to the various stakeholders (internal or external) in order to ensure the successful completion of the project.
If you are used to organizing events, you know that you need to use a checklist to make sure you don’t miss anything on the day of the event. At the same time, your teams and staff will need to know exactly when the guests arrive, who will be present at the lunch or if they need to provide technical facilities. The run sheet will serve as support in the proper execution of tasks from the beginning to the end of the event.
Why is it essential?
The most common mistake when organizing an event is to think you can control everything by just having all the information in your mind.
Even the most experienced make mistakes. And that’s why using a roadmap will save you trouble on the day of the event and get you off on the right foot.
No matter if you are organizing a large-scale event or a simple workshop, you will have a better chance of maximizing the success of the event by taking the time to work on a document and communicating it to the people concerned, such as your teams, suppliers, providers.
What are the best practices for making a run sheet?
For an effective organization, it is generally advisable to establish a roadmap several weeks before the date set for the event, so that each stakeholder can anticipate and do their work in the best possible way.
In practice, and depending on the event you are organizing, you must include the following information on the roadmap:
the type of event
Workshop, team-building, pro trade shows, weddings, congresses… what kind of event is organized? This will provide an overview of the framework and scope of the event you wish to organize, and based on that, you will know if you need to engage outside providers and stakeholders.
Dates
When does the event start? When does it end? Is this a one-day or multi-day event? By making this information available, you will measure the time you and your stakeholders have and the deadlines to respect.
Contacts
How do I know who to contact on the day of the event? At any time, you may need to contact one of your stakeholders. By indicating on the run sheet the list of different actors as well as the contact of the manager, you can quickly contact them in case of any problem during the event.
Location
Where does the event take place? Is there one or more places? This is important information, especially for your suppliers, and will make it clear where to install this or that.
Sequence
What are the stages of the event? Depending on the complexity of the event, you need to add more or less details about activities, catering, accommodation, equipment etc. Organize this information chronologically by date and time to better prioritize your tasks.
How to make a run sheet?
As seen so far, the run sheet is an important part of the process of planning an event in an event agency. Elle vous permet de rester bien organisé et surtout d’avoir un meilleur contrôle de l’événement.
And as you organize events, you’ll need a pre-designed run sheet so you don’t have to start from a blank page. To help you, there are run sheet templatesspecifically designed for event agencies.
Lab Event allows you to link information about your events and to easily create your run sheet. Customize your templates, classify your information by category, specify the exact times and actions required, and ensure that the event runs smoothly without any headaches!
