# Event run sheet: [event name]

*Template from AI Tools Academy, "Events and travel" (aitoolsacademy.co.uk/for-office-teams/events-and-travel/). Replace everything in [square brackets]. Use role names in the timings table and keep contact details in the key contacts table only.*

---

**Date:** [DD/MM/YYYY]
**Venue:** [name and address]
**Guests expected:** [number]
**Event lead:** [role]
**Version:** [1.0], [date]

---

## Key contacts on the day

| Role | Name | How to reach them on the day |
| --- | --- | --- |
| Event lead | [Name] | [Work phone or radio] |
| Venue contact | [Name] | [Venue number] |
| Caterer | [Name] | [Business number] |
| First aider | [Name] | [How] |

## Timings

| Time | What happens | Where | Responsible (role) | Notes and dependencies |
| --- | --- | --- | --- | --- |
| [07:30] | [Venue access, set-up begins] | [Room] | [Role] | [Depends on...] |
| [09:00] | [Registration desk ready] | [Foyer] | [Role] | [Badges, guest list] |
| [09:30] | [Guests arrive] | [Foyer] | [Role] | [Signage, parking] |
| [10:00] | [Welcome] | [Main room] | [Role] | [AV checked by 09:30] |
| [time] | [Item] | [Where] | [Role] | [Notes] |
| [time] | [Close] | [Main room] | [Role] | [Notes] |
| [time] | [Pack-down complete, venue clear] | [All] | [Role] | [Venue deadline] |

## Numbers for catering and access

Counts only. Don't list names against dietary, medical or access needs here or in any AI tool.

- Vegetarian: [number]
- Vegan: [number]
- Gluten-free: [number]
- Allergies (caterer informed separately through the agreed process): [number]
- Access requirements (arranged separately with the venue): [number]

## If things go wrong

| Situation | What we do | Who decides |
| --- | --- | --- |
| [Speaker drops out] | [Plan B] | [Role] |
| [AV fails] | [Plan B] | [Role] |
| [Fire alarm or evacuation] | [Follow venue procedure, assembly point: location] | [Venue contact] |
| [Guest taken ill] | [First aider, venue procedure] | [Role] |

## Checks before the day

- Every time matches what the venue, caterer and speakers have confirmed.
- Someone other than the author has walked through the day from set-up to pack-down.
- Contacts are work numbers, shared only with the event team.
- The venue's emergency procedure has been read by the event lead.