Guides › Events & Celebrations
Build a minute-by-minute run sheet for the day
Turn your agenda, supplier times and room plans into a detailed run sheet showing who does what, where and when, plus a backup plan.
When to use it
About two weeks before the event
Step by step
Pull your timings together
List the agenda, supplier arrival and set-up times, speaker slots, catering service times and venue access times in one place.
Ask for a run sheet
Paste it all into your AI assistant with this prompt.
Prompt to copyCreate an event run sheet for [event] at [venue] on [date]. Agenda: [paste]. Supplier times: [paste]. Venue access: [times]. Team and roles: [names and roles]. Output a table with columns: time, duration, what happens, location, lead person, supplier involved, notes or cues. Start from venue access and end at final get-out. Add 10-minute buffers where things often run late, such as registration and breaks. After the table, list 5 likely problems on the day with a backup plan for each, and any timing clashes you can see.Put it in a shared sheet
Paste the table into Google Sheets and share it with your team and key suppliers so everyone sees the same version.
Walk through it together
Talk your team through it a few days before. Fix anything that doesn't work and send a final PDF the day before.
What you get
07:30 | 30 min | Caterers arrive, set up coffee | Foyer | Dana | Fresh Fork | Lift booked. 09:00 | 30 min | Registration opens | Foyer | Jo | - | Buffer: doors at 08:55. Risk: keynote delayed - swap with panel at 10:15.
Tips
- Print a few copies too; phones die and signal drops on event days.
- Add mobile numbers in the sheet only for the team who need them, and remove them afterwards.