An event run sheet template helps everyone involved in an event know what’s happening, when it’s happening, where they need to be and who is responsible.
It’s the document your event manager, venue, AV crew, MC, caterer, entertainers and suppliers can all check when someone asks, “What’s next?”
At Onstage Entertainment, we work across corporate events, weddings, gala dinners, awards nights, festivals, private parties and live entertainment bookings throughout Brisbane, South East Queensland and across Australia. The events that feel calm on the night usually have a clear run sheet doing a lot of quiet work in the background.
Below, you’ll find a copy-and-paste event run sheet template, a corporate event example, a wedding run sheet example and practical tips for building a run sheet your team will actually use on the day.
What Is An Event Run Sheet?
An event run sheet is a detailed event-day schedule. It lists each task, cue or program item in order, along with the time, location, responsible person and any notes needed to make that moment happen properly.
A good run sheet answers five questions quickly.
1. What is happening?
This could be an activity, cue, setup task, supplier arrival, speech, performance or program item.
2. When is it happening?
Include the start time, finish time, arrival time or call time, depending on what the task involves.
3. Where is it happening?
Be specific. Use the room name, stage, foyer, green room, loading dock, ceremony area or outdoor site location.
4. Who owns it?
Every line should have a person or team responsible, such as the event manager, venue, AV crew, MC, caterer, performer or supplier.
5. What needs to be ready?
Add any notes that help the moment run properly, such as music, microphones, lighting, meals, slides, access, safety checks or approvals.
For smaller events, your run sheet might be a simple one-page document. For larger events, it should sit alongside your event management plan, supplier briefs, safety documents, site plans and key contact list.
For public events, the Queensland Government event resources are worth reviewing early, especially if accessibility, risk, first aid, council permits or public space management are involved.
Copy-and-Paste Event Run Sheet Template
Use the templates below as a starting point for your own event run sheet. Copy them into Google Sheets, Excel, Word or your preferred planning tool, then adjust the timings, contacts and notes to suit your event.
Event Details
| Detail | Information |
|---|---|
| Event name | |
| Event date | |
| Venue | |
| Event location / room | |
| Guest arrival time | |
| Event start time | |
| Event finish time | |
| Venue access time | |
| Bump-in time | |
| Bump-out deadline | |
| Event manager | |
| On-the-day contact | |
| Emergency contact |
Key Contacts
| Role | Name | Company | Mobile | Notes | |
|---|---|---|---|---|---|
| Event manager | |||||
| Venue contact | |||||
| AV / production | |||||
| MC | |||||
| DJ / band / entertainment | |||||
| Caterer | |||||
| Photographer / videographer | |||||
| Security | |||||
| First aid | |||||
| Transport / logistics |
Main Event Run Sheet
| Time | Activity | Location | Responsible Person | Contact | Notes / Cues |
|---|---|---|---|---|---|
| Venue access begins | Confirm access, parking and loading dock | ||||
| AV bump-in | Power, staging, screen, audio and lighting setup | ||||
| Styling / theming setup | Signage, centrepieces, media wall, registration desk | ||||
| Entertainment arrival | Green room, parking and stage access confirmed | ||||
| Soundcheck | Keep room clear where possible | ||||
| Catering setup | Confirm service timing with venue | ||||
| MC briefing | Confirm names, awards order and housekeeping notes | ||||
| Doors open / guest arrival | Background music begins | ||||
| Formal welcome | MC on stage, mic live, house lights adjusted | ||||
| Main program begins | Slides, speaker notes and walk-up music ready | ||||
| Meal service | Entertainment volume lowered if needed | ||||
| Speeches / awards | MC cues, slides and music stings ready | ||||
| Feature entertainment | Stage clear, act ready side of stage | ||||
| DJ / dancing / networking | Confirm final song and finish time | ||||
| Event concludes | MC closing announcement | ||||
| Bump-out begins | Venue access and loading dock confirmed | ||||
| Final site check | Lost property, supplier gear and signage checked |
Event Run Sheet Example: Corporate Gala Dinner
Here’s a practical example for a Brisbane corporate gala dinner with guest arrival at 6:00 pm, awards, live entertainment and a DJ.
| Time | Activity | Location | Responsible Person | Notes / Cues |
|---|---|---|---|---|
| 1:00 pm | Venue access begins | Ballroom / loading dock | Event manager | Confirm room layout, stage position and supplier access |
| 1:15 pm | AV bump-in | Ballroom | AV lead | Audio, lighting, lectern, screen and stage wash |
| 2:00 pm | Styling bump-in | Ballroom | Stylist | Centrepieces, signage, media wall and registration desk |
| 2:30 pm | Entertainment arrival | Loading dock / green room | Entertainment manager | Confirm parking, green room and meal requirements |
| 3:00 pm | Band soundcheck | Main stage | Band leader + AV | Full line check, vocal mics, instruments and monitors |
| 3:45 pm | DJ setup and test | Main stage | DJ + AV | Test background music, awards stings and final song |
| 4:15 pm | MC arrival and briefing | Green room | Event manager | Run through names, awards order and sponsor acknowledgements |
| 4:45 pm | Final supplier briefing | Ballroom | Event manager | Venue, catering, AV, MC, entertainment and photographer |
| 5:15 pm | Room ready for client check | Ballroom | Event manager | Check stage, tables, signage, lighting and entry flow |
| 5:45 pm | Registration team in position | Foyer | Registration lead | Guest list, name badges and VIP arrivals |
| 6:00 pm | Guest arrival | Foyer | Venue + registration | DJ background music, photographer at media wall |
| 6:45 pm | Doors open | Ballroom | Venue manager | Ushers move guests from foyer to tables |
| 7:00 pm | MC welcome | Main stage | MC | Housekeeping, acknowledgement and phone reminder |
| 7:10 pm | CEO welcome | Main stage | CEO + AV | Walk-up music, lectern mic and slides ready |
| 7:25 pm | Entrée service | Ballroom | Catering lead | Music under, photographer captures room shots |
| 7:55 pm | Awards block one | Main stage | MC + AV | Nominee slides, winner walk-up music, trophy table ready |
| 8:25 pm | Main course service | Ballroom | Catering lead | Band on break, DJ background music |
| 9:05 pm | Keynote / guest speaker | Main stage | MC + speaker | Wireless clicker, lapel mic and timer visible |
| 9:35 pm | Awards block two | Main stage | MC + AV | Confirm final winner order before start |
| 10:00 pm | Feature entertainment | Main stage | Entertainment manager | Stage clear, act waiting side of stage |
| 10:25 pm | DJ set begins | Main stage | DJ | Dance floor lighting up, volume adjusted |
| 11:15 pm | Bar closes soon announcement | Main stage | MC / venue | Short announcement only |
| 11:30 pm | Event concludes | Ballroom | MC + DJ | Final song, thank guests, transport reminder |
| 11:45 pm | Guest departure | Foyer | Venue + event team | Check VIP transport |
| 12:00 am | Bump-out begins | Loading dock | AV + entertainment | Pack-down, supplier sign-out |
| 12:45 am | Final site check | Ballroom | Event manager | Venue sign-off, lost property, remaining gear |
The times will shift depending on the venue, guest count and production level, but the order usually stays similar: access, setup, checks, guest arrival, formalities, entertainment, close and bump-out.
For corporate events with a strong stage component, it’s worth speaking with a stage management team before the run sheet is finalised. Small details like where the MC stands, how award winners move to the stage and when the next performer is called can make a big difference to the room.
Wedding Run Sheet Example
Wedding run sheets need a slightly different rhythm. They’re usually less corporate, but they still need clear timing around supplier arrivals, ceremony music, photos, reception entry, speeches, first dance and entertainment.
| Time | Activity | Location | Responsible Person | Notes / Cues |
|---|---|---|---|---|
| 10:00 am | Hair and makeup begins | Getting ready location | Hair / makeup team | Photographer arrival time confirmed |
| 12:30 pm | Florals delivered | Ceremony / reception venue | Florist | Bouquets, buttonholes and ceremony arrangement |
| 1:00 pm | DJ / musician setup | Ceremony area | Entertainment | Test power, music and microphone |
| 2:00 pm | Photographer arrives | Getting ready location | Photographer | Detail shots, final prep and wedding party |
| 2:45 pm | Guests begin arriving | Ceremony area | Coordinator / ushers | Ceremony music begins |
| 3:00 pm | Ceremony begins | Ceremony area | Celebrant | Processional music cue |
| 3:30 pm | Ceremony concludes | Ceremony area | Celebrant | Recessional music, congratulations |
| 3:45 pm | Group photos | Ceremony area | Photographer | Family list ready |
| 4:30 pm | Couple portraits | Venue grounds | Photographer | Canapés continue for guests |
| 5:30 pm | Reception doors open | Reception room | Venue manager | DJ background music |
| 5:45 pm | Wedding party entrance | Reception room | MC + DJ | Entrance song cue |
| 6:00 pm | Couple entrance | Reception room | MC + DJ | Guests standing, music up |
| 6:15 pm | Entrée service | Reception room | Venue / catering | Speeches held until plates cleared |
| 7:15 pm | Speeches | Reception room | MC | Confirm order and microphone handover |
| 8:00 pm | Main course cleared | Reception room | Venue | Check timing before first dance |
| 8:20 pm | Cake cutting | Reception room | MC + photographer | Song cue, photographer in position |
| 8:30 pm | First dance | Dance floor | DJ / band | First dance song ready |
| 8:35 pm | Dance floor opens | Dance floor | DJ / band | Invite guests onto dance floor |
| 10:45 pm | Last drinks / final song warning | Reception room | MC / venue | Confirm venue noise restrictions |
| 11:00 pm | Reception concludes | Reception room | MC + DJ | Farewell song, transport reminder |
| 11:15 pm | Supplier pack-down | Venue | Venue + suppliers | Collect décor, gifts, signage and personal items |
A wedding run sheet doesn’t need to make the day feel stiff. It gives the couple, venue, photographer, MC and entertainment team enough structure to stop small decisions turning into interruptions.
For wedding entertainment, add extra detail around ceremony music, entrance songs, first dance, parent dances, cultural moments, bouquet toss, last song and any surprise performances. You can also speak with our wedding entertainment Brisbane team if you need help matching the music and entertainment to the timing of the day.
What Should An Event Run Sheet Include?
An event run sheet should include event details, key contacts, supplier arrival times, bump-in and bump-out times, program timings, entertainment cues, AV notes, catering times, speeches, safety contacts, accessibility notes and contingency information.
At minimum, include these sections.
| Section | What to add |
|---|---|
| Event details | Name, date, venue, room, guest numbers, start and finish times |
| Key contacts | Event manager, venue, AV, entertainment, catering, security, first aid |
| Supplier timings | Arrival, setup, soundcheck, meal break, pack-down |
| Program timings | Guest arrival, welcome, speeches, awards, meals, entertainment |
| Production notes | Microphones, slides, lighting, music cues, stage resets |
| Entertainment notes | Performer arrival, green room, soundcheck, stage time, breaks |
| Catering notes | Meal service, dietary timing, cake cutting, bar close |
| Safety notes | Emergency contact, first aid, evacuation point, crowd or traffic considerations |
| Accessibility notes | Accessible entry, reserved seating, quiet areas, accessible toilets, Auslan interpreters if required |
| Wet weather / backup notes | Wet weather location, backup music, alternate speaker order, timing buffers |
Accessibility is worth adding early, not tacking on at the end. The Queensland Government event resources include accessible event guidance covering entry, pathways, seating, toilets, communications and staff training.
How To Create A Run Sheet For Your Event
1. Start With The Times That Can’t Move
Lock in the details that will shape everything else:
Venue access time, guest arrival time, event start time, formalities, catering service, entertainment performance time, venue curfew and bump-out deadline.
These are your anchors. Once they’re in place, you can build the rest of the run sheet around them.
2. Work Backwards From Guest Arrival
A common mistake is starting the run sheet when guests arrive. In reality, the most important work often happens earlier.
Before guests walk in, you may need:
- AV setup
- Stage setup
- Styling
- Registration desk setup
- Entertainment arrival
- Soundcheck
- Photographer briefing
- MC briefing
- Catering readiness
- Final room check
For entertainment-led events, soundcheck matters. A DJ may only need a shorter setup window, but a live band, feature act, aerial act or stage show may need more time for access, rigging, line checks, lighting cues and spacing.
3. Add Every Supplier and Contact
Don’t rely on one person having everyone’s number saved in their phone.
Your run sheet should include mobile numbers for the venue manager, event manager, AV lead, MC, entertainment contact, caterer, photographer, security, transport provider and first aid contact.
If volunteers are involved, make sure they know where to be, who they report to and what instructions apply to their role. Safe Work Australia’s WHS duties for volunteer organisations are a useful reference for events that rely on volunteer teams.
4. Add Entertainment and Production Cues
This is where a basic schedule becomes a useful run sheet.
For entertainment, include:
- Performer arrival time
- Parking and loading instructions
- Green room location
- Soundcheck time
- Stage call time
- Performance start and finish
- Band break times
- DJ handover cues
- MC introduction notes
- Walk-up songs
- Awards stings
- First dance or feature moment cues
- Microphone requirements
- Lighting notes
- Pack-down time
The more moving parts you have, the more important these cues become. If you’re booking DJs, bands, roving performers, feature acts or a professional MC, give them the timings that affect their setup, performance and pack-down.
5. Build In Buffer Time
Events rarely run exactly to the minute.
Speeches go long. Guests move slowly from foyer to ballroom. Photos take longer than planned. A presenter needs help with slides. A band needs five extra minutes to line check. A VIP is late. A cake table gets moved.
Build small buffers around transitions, especially before formalities, food service, entertainment and venue curfews.
6. Share The Final Version
A run sheet only works if the right people have the right version.
Send the final version to the event manager, venue, AV team, MC, entertainment, caterer, photographer, security, transport provider and any key stakeholders.
For complex events, add a version number and “last updated” time at the top. That way, nobody is working from an old copy.
What Makes An Entertainment Run Sheet Different?
An entertainment run sheet needs more than start and finish times. Performers, MCs, DJs, bands and production teams need cues.
For example, “band starts at 8:30 pm” isn’t enough.
A better version looks like this.
| Time | Activity | Notes |
|---|---|---|
| 7:55 pm | Band returns from break | Band side of stage, instruments ready |
| 8:05 pm | MC introduces charity auction | Wireless mic, auction slides ready |
| 8:25 pm | Auction concludes | MC thanks guests, directs attention to dance floor |
| 8:28 pm | Lighting change | Dance floor lighting up, room lights lowered |
| 8:30 pm | Band begins first dance song | Couple already positioned near dance floor |
| 8:33 pm | Invite guests onto dance floor | Band moves into upbeat set |
That level of detail prevents awkward gaps.
A good entertainment run sheet accounts for the moments the audience never sees: the performer waiting side of stage, the DJ checking the next cue, the MC confirming a name pronunciation, the AV operator watching for a signal and the event manager keeping the room on time without making a scene.
Run Sheet Vs Event Timeline Vs Production Schedule
These terms are often used together, but they don’t mean exactly the same thing.
| Document | Purpose | Best for |
|---|---|---|
| Event timeline | Big-picture schedule of the event | Clients, stakeholders, early planning |
| Event run sheet | Detailed event-day schedule with timings and responsibilities | Event managers, MCs, suppliers, venue teams |
| Production schedule | Technical setup, rehearsals, staging, crew and pack-down | AV, staging, lighting, sound, production crew |
| Run of show | Stage program sequence and cues | MCs, speakers, performers, show callers |
| Event management plan | Broader operational, safety and compliance document | Public events, council events, major events |
For a simple private party, one run sheet may cover everything. For a conference, festival or public event, you may need separate documents for production, traffic, safety, supplier access and emergency planning.
Run Sheet Examples By Event Type
Use the notes below as a quick check for what each kind of event usually needs, from corporate AV cues and wedding music moments to festival site logistics and private party timings.
Corporate Event Run Sheet
Corporate events usually need detail around registration, speaker arrivals, AV checks, sponsor acknowledgements, meal service, awards, entertainment and networking.
Add extra notes for:
- Speaker green room
- Presentation slides
- Clickers and confidence monitors
- Sponsor recognition
- Award recipient order
- Walk-up music
- Media wall photography
- VIP arrivals
- Dietary requirements
- Photographer shot list
If you’re still shaping the event itself, our Brisbane event planner team can help with entertainment, flow, talent, suppliers and timing.
Conference Run Sheet
A conference run sheet should include session times, speaker call times, room resets, breakout sessions, catering breaks, sponsor activations and AV checks.
For multi-room conferences, include room names in every line. “Breakout session begins” isn’t enough when you have four rooms running at once.
Wedding Run Sheet
A wedding run sheet should include ceremony timing, music cues, transport, photography, reception entrance, speeches, meal service, cake cutting, first dance and entertainment.
Make sure the MC, DJ or band receives the same version as the venue and photographer. Weddings can feel relaxed while still being well organised behind the scenes.
Festival Or Public Event Run Sheet
Public events need more operational detail. Add site access, traffic, first aid, security, performer movements, stage changeovers, weather triggers, public announcements and emergency contacts.
Check local council and venue requirements early, especially if the event involves public land, amplified sound, temporary structures, food vendors, road impacts or large crowds.
Private Party Run Sheet
For birthdays, engagement parties and private celebrations, keep it simple but still useful.
Include supplier arrival, music start time, speeches, cake, entertainment, food service, bar close and guest departure. Even a casual backyard party runs better when the DJ, caterer and host are on the same page.
Common Run Sheet Mistakes
The biggest run sheet mistake is assuming people will “just know” what to do.
They usually won’t.
Here are the issues that tend to cause the most stress on event day.
1. No supplier arrival times
If arrival times aren’t listed, suppliers may turn up when it suits them, not when the event actually needs them. Add clear arrival, setup and pack-down times for every supplier.
2. No contact numbers
Small issues take longer to solve when nobody knows who to call. Include mobile numbers for every key person, including the venue contact, event manager, AV lead, MC, entertainment contact, caterer and security.
3. No soundcheck window
Entertainment can start late or sound rough if there’s no time allowed for testing. Schedule AV checks and performer soundchecks before guests arrive wherever possible.
4. Vague MC notes
Formalities can feel clunky when the MC only has rough timing. Add names, pronunciations, cues, sponsor mentions, housekeeping notes and any important announcements.
5. No buffer time
One delay can throw out the whole night. Add short buffers before formalities, meal service, entertainment, speeches and venue cut-off times.
6. Old versions floating around
Suppliers may follow different timings if there are multiple versions of the run sheet. Add a version number and “last updated” time so everyone knows they’re working from the latest copy.
7. Catering and speeches overlap
Guests get distracted, meals go cold and the room loses focus when food service and speeches clash. Coordinate speeches around service times and check with the venue before locking in formalities.
8. Bump-out forgotten
Suppliers can end up rushing at the end of the night if pack-down isn’t planned. Add bump-out times, loading access, lift access and the venue deadline.
9. Accessibility missing
Guests and suppliers shouldn’t have to improvise on the day. Add access notes, reserved seating, mobility considerations, quiet spaces, accessible toilets and any other requirements early in the run sheet.
Quick Run Sheet Checklist
Before you send your run sheet, check:
- Is every major moment listed in time order?
- Have you included bump-in and bump-out?
- Are supplier arrival times confirmed?
- Does every line have an owner?
- Are mobile numbers included?
- Does the MC have clear cues?
- Does AV know what needs to happen and when?
- Have you included entertainment setup and soundcheck?
- Are catering timings realistic?
- Have you allowed buffer time?
- Have you included safety and accessibility notes?
- Is this clearly marked as the latest version?
Need Help Making The Event Run Well?
A clear event run sheet template gives your event structure. The right people make that structure work on the day.
That’s where Onstage Entertainment can help.
From MCs, DJs and live bands to roving performers, feature acts, speakers, stage management and event planning support, we know what needs to happen before the audience sees the final result.
Planning an event in Brisbane, South East Queensland or anywhere across Australia? Contact us and let’s get the run sheet, entertainment and event flow working properly from the start.
FAQs About Event Run Sheets
What Is A Run Sheet?
A run sheet is a detailed schedule used to manage an event on the day. It lists each task, cue or program item in order, along with the time, location, person responsible and any important notes. A good event run sheet helps the venue, suppliers, MC, AV team and entertainment crew stay on the same page.
What Is An Event Run Sheet Template?
An event run sheet template is a reusable structure for planning your event-day schedule. It usually includes sections for event details, key contacts, supplier arrival times, activities, locations, responsible people, contact details and notes. Using an event run sheet template makes it easier to keep your planning organised from the start.
What Should Be Included In A Wedding Run Sheet?
A wedding run sheet should include supplier arrivals, ceremony timing, music cues, photography, reception entrance, speeches, meal service, cake cutting, first dance, entertainment, bar close and pack-down. It should also include the key contacts for the venue, MC, photographer, celebrant, DJ, band or wedding coordinator.
Who Creates The Event Run Sheet?
The event planner, event manager, venue coordinator, wedding coordinator or producer usually creates the event run sheet. For entertainment-heavy events, the MC, AV team and entertainment supplier should also contribute details, especially around performance times, soundcheck, music cues and stage requirements.
When Should You Send The Run Sheet To Suppliers?
Send a draft event run sheet once the main timings are confirmed, then send the final version a few days before the event. For larger events, circulate the final run sheet after the last production or supplier briefing so everyone is working from the same schedule.
How Detailed Should A Run Sheet Be?
A run sheet should be detailed enough that someone can follow it without needing constant verbal instructions. For a small party, broad 15 to 30-minute blocks may be enough. For a gala dinner, conference, stage show, wedding or festival, a more detailed event run sheet with minute-by-minute timings is often needed.
Should The MC Get The Run Sheet?
Yes. Your MC should receive the run sheet, speaker notes, name pronunciations, housekeeping announcements, sponsor acknowledgements and any music or AV cues connected to formalities. A clear MC run sheet helps the event feel polished and keeps the program moving.
Should Entertainers Get The Full Run Sheet?
Entertainers should receive the sections of the run sheet that affect them, including arrival time, parking, loading access, green room location, soundcheck, performance time, break times, meal arrangements, stage cues and pack-down requirements. For bands, DJs and feature acts, these details can make a major difference to the flow of the event.
Can I Use The Same Run Sheet For Every Event?
You can use the same basic run sheet template, but the details should change for each event. A wedding, awards night, conference, corporate event and public festival all need different levels of timing, supplier detail, entertainment cues and safety information.
