How to avoid an event disaster

June 21, 2021

Rule 101 on event planning comes down to two words – RUN SHEET!

We are more than familiar with knowing that a good run sheet can be the difference between a successful event and an epic disaster!

So “what is a run sheet?” you might ask. A run sheet is your one-stop guide to all the crucial details of your event to ensure timing is seamless and helps you minimise any risk. It is your handbook, your manual, YOUR HOLY BIBLE that guides you through the event schedule from start to finish with tasks set out through time, location and responsibility.

A run sheet is the tool that will help you quickly resolve and communicate any last-minute changes. Running over time? Your guest speaker is stuck in traffic? Don’t panic – your run sheet will have everything in the one place to help you communicate with the right people, take action and avoid any big issues.

When creating your run sheet, here are some important steps to remember:

  1. Your number one priority – CONTACT DETAILS!
    Have you ever had a no-show supplier and no means of contacting them? This is what we call in the ‘biz’ a #DISASTER! From venue contacts to catering, AV team, photographer and entertainment – there is no such things as too many contact numbers!
  2. Have everything in one place that is easy to get to and navigate through.
    We love a good clip board with clearly labelled pages. For example, Page 1. Contact Details, Page 2. Event Timeline. This avoids scrambling through a bunch of messy papers as well as that event fluster!
  3. Make sure to record all the event activities is sequential order so that you have a clear timeline on how the event will run through the day.
    If you are running over time on one activity, your run sheet will help you keep ahead of the game to prepare for the next activity to begin!
  4. Provide a time when each task will take place and how long the task should take.
    Is your guest speaker dragging out their speech and you only have 5 minutes left – time for the trusty old “wrap it up” hand signal.
  5. Make a note of where each activity should take place and where guests/suppliers/entertainment should be arriving.
    Your “surprise” entertainment has arrived at the front door instead of the backstage access and all your guests are in the foyer…. SURPRISE RUINED!
  6. Last but not least – don’t forget to distribute your final Runsheet to the WHOLE team.
    From the venue to volunteers, suppliers to entertainment, AV team and MC – everyone needs to be on the same page!

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