Event Run Sheet Template (Word + PDF)
Event run sheet to fill in: header with event, venue, guest count and contacts, plus time, programme item, owner, room, tech, catering note and status – as a Word file and PDF.
Event run sheet template: structure, example, download
A run sheet – also called an event schedule or running order – is the one document everyone holds on the day: kitchen, service, tech, venue and the client. This template is a ready-made event run sheet as a Word file (DOCX) in landscape format, plus a PDF to view. It is built for caterers, event venues and agencies and contains a fully planned sample evening: an anniversary party for 120 guests, from the delivery at noon to the final clean-up after midnight.
What belongs in a run sheet
Header. Event, date, venue, guest count, client contact, internal contact, event lead on site and a date with version number. Without a version, the kitchen works from version 2 while service works from version 3.
Schedule table. One row per programme item, with seven columns:
- Time: start and end, not just the start – otherwise nobody sees where it gets tight.
- Programme item: what happens, in words a temp understands too.
- Owner: exactly one person or team per row.
- Room / area: where it happens, essential with several rooms.
- Tech / material: microphones, projector, bar tables, cooling, power.
- Catering note: what kitchen and service do at that moment – refills, clearing, special meals.
- Status: open, confirmed, done.
Emergency and contacts. Emergency number, tech supplier, venue facilities and notes such as delivery windows or noise limits.
How to use the template
- Replace the fields in [square brackets] with your details.
- Adapt the 14 sample rows to your event, delete or copy rows.
- Remove the grey note box at the top.
- Save with date and version and share it with your team, suppliers and client.
Plan buffers between programme items, especially before speeches and before the buffet opens: both almost always slip by ten to fifteen minutes.
From a Word file to a run sheet that updates itself
A template has one catch: every change has to be carried into every version you sent. In Univents the run sheet lives on the event itself. You create it from your own run-sheet templates, see it as a timeline or in the calendar, share it with your team and partners, and your client always sees the current version in the client portal. More on the client portal page.
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Start Univents nowFrequently asked questions
- What is the difference between a run sheet and an event schedule?
- In events both mean the same thing: the minute-by-minute plan for the day with time, programme item and owner. “Run sheet” and “running order” are common with production teams, “schedule” with caterers and venues. The template covers both.
- Which format do I get?
- An editable Word file (DOCX) in landscape format to fill in and a PDF to view. Both download directly without sign-up and also work in LibreOffice, Pages and Google Docs.
- How detailed should an event run sheet be?
- Detailed enough that everyone on the day finds their next task without asking: start and end per item, exactly one owner, the room and the material needed. Set-up, briefing and breakdown belong in it just as much as the guest programme.
- Who gets the run sheet?
- Everyone working on the day: kitchen, service, tech, venue and external suppliers – and the client, usually without internal columns such as catering notes. Print it with date and version number so everyone works from the same plan.
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