Corporate Event Run Sheet Template — What to Include

A great run sheet is the shared truth that keeps all your vendors working together. Here's the template format that works for corporate events of any scale.

The Core Columns

• Time: Scheduled start time for each element
• Duration: How long the element runs
• Element: What's happening (session, break, meal, speaker, etc.)
• Responsibility: Who's managing this element (MC, venue, AV, speaker)
• Notes: Special instructions, AV requirements, room setup changes

Speaker Information Block

For every speaker, include: full name (confirmed pronunciation), title and organisation, session topic, allocated time, AV requirements (slides, clicker, lapel vs handheld mic), and the MC introduction text (or a briefing note for the MC to prepare it).

Transition Notes

Between every element, note what music plays (if any), whether guests move or stay, and any room setup changes needed. Transitions are where lost time accumulates — the more specific your notes, the tighter your transitions.

Contact List

Add a contact block at the top or bottom of the run sheet: MC name and mobile, venue coordinator name and mobile, AV technician name and mobile, and any key speaker contacts. Every vendor should have every other vendor's mobile number.

Distribution

Send the final run sheet to all vendors at least 5 business days before the event. Mark it with a version number and date — when you send updates, everyone knows which version is current.