Event Run Sheet Template (Printable PDF & GoodNotes)
An event run sheet with lines for the event, date, venue contact and emergency contact, then a timeline with columns for time, what happens, who, vendor and done. It's the minute-by-minute plan everyone works from on the day.
- Printable US Letter8.5 × 11 in, white paper
- Printable A4210 × 297 mm, white paper
- iPad / GoodNotesAlso Notability and Noteshelf
- E-ink tabletreMarkable, Kindle Scribe, Boox
Free PDF, 1 page, undated. No sign-up needed.
Shown for iPad in the Classic Navy theme. Printable downloads use white paper (there's a dark mode preview below); the e-ink version is black and white.
One page, ready to fill in.
- Write-in lines for event, date, venue contact and emergency contact
- A table with columns for time, what happens, who, vendor and done
- Undated, so you can print or duplicate it as often as you need
Who it's for
Event planners, wedding coordinators, conference and corporate event organisers, church and school event volunteers, and anyone running a fundraiser or launch. Church and school event volunteers, sports club organisers and anyone running a fundraiser use it to make sure every helper knows where to be and when.
Getting the most from a event run sheet.
Start from setup, not doors
The run sheet should begin with deliveries and setup and end with breakdown and the last vendor leaving.
Name one person per line
Every line needs a name in the who column. "Team" usually means nobody.
Add vendor arrival times
Caterers, DJs, florists and photographers each need an arrival time and a contact. Use the vendor column.
Build in buffers
Speeches overrun and guests arrive late. Add five to ten minutes between key moments.
Share it with everyone
Send the final version to the venue, vendors and helpers a few days before, and bring printed copies on the day.
Add a wet-weather plan
For outdoor events, write an alternative for any line affected by rain or heat. Knowing plan B in advance keeps the day calm.
Included in 2 planners
This template is a page in each of these planners. Open one to see everything else that comes with it.
Get it inside a full hyperlinked planner
The event planner binder includes this page alongside dated month and week pages for your year, with side tabs and links between every page. Pick your device and theme, preview it free, and pay only when it's right.
- Dated pages for the whole year
- Tap a tab or a date to jump there
- GoodNotes, Notability, Samsung Notes, e-ink and print sizes
Opens the event planner binder with the Event Clients section switched on.
Or read about the event planner binder first.
About this event run sheet template
Need help importing it? See devices and apps or the FAQ.
What is a run sheet?
A timeline for an event that says what happens when, who's responsible and which vendors are involved. It's also called a run of show.
Is it for weddings too?
Yes. For weddings, the day-of timeline template is a simpler version; planners often use both.
How many lines fit?
Around 20 rows on the printable versions. Use a second page for long events.
What's in the event planner binder?
Client payments, client event briefs, run sheets and vendors, plus party planning, business and project pages.
When should I finalise the run sheet?
About a week before, after final numbers and vendor confirmations. Send it to everyone and bring printed copies on the day.
