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.
Wedding banquet
200 guests / ~20 tables · dinner seating 18:00 · farewell 21:30
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-365 | Lock date and venue (peak dates go earlier) | Couple |
| D-180 | Book gown, photographer and videographer | Couple |
| D-120 | Invitation design and guest list | Couple |
| D-90 | Menu tasting, table and vegetarian counts | Couple |
| D-60 | Send invitations; confirm MC and band | Couple |
| D-45 | Collect footage for the love story video | AV |
| D-30 | Confirm attendance, build the seating plan | Couple |
| D-21 | Finalise the run sheet and entrance, including ice-breakers | Programme |
| D-14 | Videos finished; confirm playback format with the venue | AV |
| D-7 | Final seating; brief the wedding party | Couple |
| D-1 | Pack: favours, guest book, red envelopes, rings | Couple |
Show-day rundown
| Time | Item | Min | Notes |
|---|---|---|---|
| 16:00 | Couple and crew arrive, setup | 60 | |
| 17:00 | Tech check: video, music, mics | 30 | Always play the video once on site |
| 17:30 | Gift desk ready, welcome area opens | 30 | Two people minimum, keep change ready |
| 18:00 | Guests seated, welcome loop, photo moments | 30 | The best window for photos and guest messages |
| 18:30 | First entrance | 10 | |
| 18:40 | Ceremony or speeches | 15 | Double the time for family speeches |
| 18:55 | Dinner service begins | 35 | No heavy content in the first 30 minutes |
| 19:30 | Love story video | 8 | Keep under 8 minutes |
| 19:40 | Second entrance, table toasts | 40 | 20 tables takes about 40 minutes |
| 20:20 | All-room game or couple quiz | 15 | Gets both families mixing |
| 20:35 | Bouquet toss or lucky draw | 10 | |
| 20:45 | Third entrance, thanks to parents | 15 | |
| 21:00 | Group photo | 10 | Announce the meeting point in advance |
| 21:15 | Farewell line | 20 | Pre-sort favours by exit |
Venue checklist
Confirm each of these before the site visit or the contract.
- Bridal suite location and available hours
- Video format, resolution and audio tested on site
- Aisle length and lighting effects
- Gift desk position and whether a safe is available
- Parking validation and shuttle
- Vegetarian and allergy meals mapped to tables
- Number of high chairs
- Any event next door that day
Crew
| Role | On site | Responsible for |
|---|---|---|
| MC | 17:00 | Runs the show, cues entrances, leads interaction |
| Bridal stylist | 15:00 | Styling, touch-ups, outfit changes |
| Photo / video | 16:00 | Arrivals, entrances, toasts, farewell |
| Gift desk (2) | 17:30 | Receive gifts, record, hand out favours |
| Wedding party | 16:30 | Guide guests, assist entrances, hold the bouquet |
| AV operator | 16:00 | Playback, music, interactive system |
Where it usually goes wrong
Not enough time for toasts
20 tables takes about 40 minutes. Booking 20 pushes everything late.
Video never tested on site
Unsupported format, no audio, wrong aspect ratio — the three classic failures.
The two families never mix
A short all-room game breaks the ice better than the toast round.
Favours not pre-sorted
The exit line jams. Sort by door in advance and assign a runner.
Read more in Guides
How to Schedule a Year-End Party? A Complete Timetable Template for a 150-Person Event
Read more in Guides
Wedding Banquet Day Schedule: Time Allocation from Reception to Farewell
Read more in Guides