How to Write a Run Sheet for Your MC

A run sheet is the single most important document in event planning. It's the shared truth that keeps your MC, venue coordinator, DJ, and photographer all working from the same page. A vague run sheet leads to confusion. A tight one leads to a smooth night.

Here's how to build one that actually works.

Structure: Column by Column

A good run sheet has four columns:

• Time: The scheduled time for each element (e.g., 6:30 PM)
• Duration: How long that element runs (e.g., 5 min)
• Element: What's happening (e.g., "Bridal party entry")
• Notes: Who's responsible, what music plays, any special instructions

Keep it as a simple table — in a Word doc, Google Sheet, or even a printed spreadsheet. The simpler the format, the easier it is to read under pressure.

Start with the Anchors

Begin by locking in the non-negotiable time anchors — the moments that have external dependencies:

• Guest arrival / cocktail hour start
• Guests seated for dinner
• Meal service times (agreed with the venue/caterer)
• Sunset / golden hour (for photography)
• Venue noise curfew (if applicable)
• Finish time

Everything else is built around these.

Build in Buffer Time

Every event planner underestimates this. Speeches always run a few minutes long. The kitchen is slightly late. The bridal party needs a moment. Build 10–15 minutes of buffer time into your run sheet — especially around meal service and speeches. It means arriving at the dancing phase on time rather than 45 minutes late.

Speech Order and Timing

Be specific. Don't just write "Speeches — 7:30 PM." Write:

• 7:30 PM — Father of the Bride (allocated 5 min)
• 7:36 PM — Best Man (allocated 7 min)
• 7:44 PM — Maid of Honour (allocated 5 min)
• 7:50 PM — Couple's response (allocated 5 min)

Share these timings with speakers beforehand and ask your MC to gently signal when time is up.

Include MC Cues Explicitly

Your MC needs to know exactly what they're announcing and when. For every element in the run sheet, note:

• Does the MC announce this? (Yes/No)
• What music should play (if any)?
• Who triggers it — MC, DJ, or venue coordinator?

Share It with Everyone

Every vendor should have the run sheet at least a week before the event. Your MC, DJ/band, photographer, videographer, venue coordinator, and caterer should all be working from the same document. Discrepancies are much easier to resolve before the day than during it.

Keep a Master Copy

Nominate one person (usually the venue coordinator or the MC) as the keeper of the master run sheet. They're the one making adjustments on the night and communicating changes to other vendors. Everyone else should be checking in with them, not running their own timing.