Document template
Event day run sheet template
A timed schedule that keeps the whole team aligned on the day. Covers setup through to pack-down with clear ownership for every task.
When to use this
- →Briefing team leads and key volunteers before the event
- →Handing to your operations manager or deputy as a reference document
- →Sharing with venue staff so everyone is working to the same timeline
- →Reviewing post-event to identify where timing slipped
Tips
- ·Build in 10–15 minute buffers before key public-facing moments
- ·Name a specific person against each task — "team" means nobody owns it
- ·Print a copy per team lead and keep one at event control
- ·Walk the venue the day before to validate your timings
- ·Flag critical path items (if this slips, everything slips) in your briefing
Manage your team in EventRota
Rotas, shifts, documents, and updates — all in one place for your volunteers.
Try it free →Template
Event Day Run Sheet
Event details
Event: [Event Name] Date: [Date] Venue: [Venue / Address] Organiser: [Name] Contact: [Phone] Deputy: [Name] Contact: [Phone]
Setup & pre-event
| Time | Task / Activity | Responsible | Notes |
|---|---|---|---|
| [06:00] | [Venue access / key collection] | [Name / Role] | [e.g. Keys from site manager] |
| [06:30] | [Equipment delivery and unload] | [Name / Role] | — |
| [07:00] | [Registration area setup] | [Name / Role] | — |
| [07:00] | [Signage and wayfinding in place] | [Name / Role] | — |
| [07:30] | [Volunteer briefing] | [Name / Role] | [Location: e.g. main marquee] |
| [08:00] | [First aid team on site and briefed] | [Name / Role] | — |
| [08:30] | [Final walkthrough / site check] | [Name / Role] | — |
Event running
| Time | Task / Activity | Responsible | Notes |
|---|---|---|---|
| [09:00] | [Gates / registration opens] | [Name / Role] | — |
| [09:30] | [Opening announcements] | [Name / Role] | [PA system check at 09:15] |
| [10:00] | [Main event start] | [Name / Role] | — |
| [12:00] | [Volunteer lunch / shift handover] | [Name / Role] | — |
| [14:00] | [Awards / ceremony — if applicable] | [Name / Role] | — |
| [15:00] | [Public depart / close of gates] | [Name / Role] | — |
Pack-down & close
| Time | Task / Activity | Responsible | Notes |
|---|---|---|---|
| [15:30] | [Equipment collection and storage] | [Name / Role] | — |
| [15:45] | [Litter pick and site tidy] | [Name / Role] | — |
| [16:00] | [Volunteer thank-you and debrief] | [Name / Role] | — |
| [16:30] | [Venue handback / key return] | [Name / Role] | — |
| [17:00] | [Final organiser depart] | [Name / Role] | — |
Emergency contacts
Emergency services: 999 Event first aid lead: [Name] — [Phone] Venue manager: [Name] — [Phone] Event control: [Location / Phone / Radio channel]
Replace [bracketed text] with your own details before using.