Planning
Run-sheet templates
One each for year-end parties, spring banquets, weddings and family days. Lead-time schedule, minute-by-minute rundown and a venue checklist — change the date and headcount and go.
120 guests / ~12 tables · doors 18:00 · ends 21:30 (shorter than year-end, more client-facing)
Built for a typical headcount. Adjust for your guest count, load-in time and number of performances.
Lead time
| When | What to finish | Owner |
|---|---|---|
| D-90 | Lock date, budget ceiling, headcount range and purpose | Lead |
| D-85 | Shortlist three venues, book site visits | Lead |
| D-75 | Book venue, pay deposit, put load-in time in the contract | Lead |
| D-60 | Confirm menu, vegetarian and allergy counts, drinks package | Lead |
| D-50 | Lock prize budget, start sourcing | Admin |
| D-45 | Confirm host and performances | Programme |
| D-40 | Open sign-ups, count guests and family | HR |
| D-30 | Draft the minute-by-minute rundown | Programme |
| D-21 | Collect footage and start editing the recap video | AV |
| D-14 | Final rundown to host, sound and photographer | Programme |
| D-10 | Prizes in, counted and labelled; test the draw | Admin |
| D-7 | Reconfirm load-in, equipment and table plan | Lead |
| D-3 | Pack list; confirm shuttle and parking | Admin |
| D-1 | Tech rehearsal if the venue allows night-before access | Programme |
Show-day rundown
| Time | Item | Min | Notes |
|---|---|---|---|
| 15:30 | Crew load-in and setup | 60 | |
| 16:30 | Tech check and run-through | 45 | |
| 17:30 | Check-in ready, walk-in music | 30 | |
| 18:00 | Doors, check-in, welcome photos | 30 | Assign hosts if external guests attend |
| 18:30 | Opening: host plus New Year address | 15 | Speeches carry more weight than at a year-end party |
| 18:45 | Dinner begins; table toasts start | 40 | Do not schedule stage content during toasts |
| 19:25 | Draw round 1 (5–8 minor prizes) | 12 | |
| 19:40 | Outlook or new product briefing | 10 | The key segment when clients are present |
| 19:55 | All-room game | 18 | Works well when staff and clients are mixed |
| 20:15 | Performance | 12 | |
| 20:30 | Draw round 2 (3–5 mid prizes) | 12 | |
| 20:45 | Grand prize draw | 15 | |
| 21:00 | Group photo | 10 | |
| 21:15 | Closing, farewell | 15 | Walk external guests to the door |
Venue checklist
Confirm each of these before the site visit or the contract.
- Load-in time is in the contract, not a verbal promise
- Tested HDMI video and audio with our own laptop
- Checked projection with house lights at show level
- Back rows can see the screen; side screens confirmed above 60 tables
- Enough power near stage; extension cables permitted
- Guest Wi-Fi credentials and bandwidth
- Any event next door that day (sound bleed)
- Overtime rate and hard-out time
- Check-in area has power and is set back from the door
- Parking spaces and validation hours
Crew
| Role | On site | Responsible for |
|---|---|---|
| Show caller | 15:00 | Owns the rundown, makes calls, liaises with the venue |
| Host | 17:00 | Script check, room control, runs the draws |
| Sound | 15:00 | Music, mics, video audio |
| Screen / interactive | 15:00 | Projection, playback, running the games |
| Check-in (2–3) | 17:15 | Check-in, raffle tickets, seating |
| Prizes (2) | 17:00 | Count, hand out, collect signatures |
| Photographer | 17:30 | Arrivals, opening, draws, group photo |
Where it usually goes wrong
All draws saved for the end
Two dead hours, then everyone leaves after the last prize. Split into three rounds.
Speeches overrun
Five minutes booked, fifteen delivered. Budget ten.
Minor winners walk to the stage
It takes 40–60 seconds each. Hand minor prizes at the table instead.
Big content right after dinner starts
Nobody looks up while they are eating. Use it for music and photo moments.
Read more in Guides
First time organising an event? The 15 questions beginners ask most
Read more in Guides
Hotel, Wedding Venue or Restaurant Buyout: How to Choose Between the Three
Read more in Guides