Run sheets
Event run sheet template, free and printable
A run sheet is the one page that has to be true on the day. Not the quote, not the plan from six weeks ago — the times, the site, who is on and what happens when. Here is a template you can use today, and what the good ones have on them.
- Run sheet template (PDF) A4, printable, one page. Fill it in by hand or type into it.
- Run sheet template (CSV) Opens in Excel, Numbers or Google Sheets. Make a copy per event.
No email required, no newsletter, nothing to sign up for.
What a run sheet needs on it
Eight lines do almost all of the work. Everything else is detail somebody can ring you about.
- Bump-in The time the truck can get on site, and the gate or dock it goes to. Put the access detail here, not in an email nobody can find at 2pm.
- Crew call When your people arrive, which is usually not when the truck does. The most commonly amended line on any run sheet, which is why it is written in pen on most of them.
- Doors When guests arrive and the job stops being setup and starts being service.
- Service What is being served and when it changes — canapés to mains, bar opens, speeches, last drinks.
- Last service The time you stop, agreed with the client beforehand so nobody negotiates it at 11pm.
- Pack-down When you can start, when the power goes off, and who locks up.
- Who is on Names and phone numbers. The run sheet is what somebody reads when a person has not turned up.
- Site Address, parking, where the power is, and who to ring on site.
| 14:00 | Load in | ✓ |
| Crew arrive | ✓ | |
| 17:00 | Doors | ✓ |
| 22:30 | Last service | |
| 23:00 | Pack down |
runner never confirmed — chase
Why it goes wrong
The run sheet on the wall and the one in the inbox do not agree.
The trouble with a run sheet is not writing it. It is that you write it on Thursday, the client moves the guest count on Friday, somebody changes the crew call on Saturday morning in pen, and the version in the folder is now a lie. The copy on the wall and the copy in the inbox disagree, and the person who needs it is standing in a paddock. eventman builds the sheet from the event itself, so change the bump-in time and the sheet changes with it.
There is no Thursday version.
Built from the event, not retyped from it
Times, the site and how to get into it, who is on and their numbers. It prints, because a phone in a marquee at 11pm is not a plan. See how the booking works, or how the crew get on it.
- Bump in
- 2pm — gate off Mount Samson Rd
- Service
- 4pm to 11pm
- Crew
- A bar lead, a bartender and a runner
- Pack down
- 11pm — power off at the shed
- Guests
- 120
Stop retyping it
Bring a real booking and we will build its run sheet in front of you.
Or write to hello@eventman.com.au. No newsletter, no automated follow-ups — a person replies.