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.
Year-end party
150 guests / ~15 tables · doors 18:00 · ends 22:00
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 |
|---|---|---|---|
| 15:00 | Crew load-in and setup | 90 | Requires 15:00 load-in |
| 16:30 | Tech check: sound, projection, mics, interactive system | 30 | Test with the actual files |
| 17:00 | Full run-through with the host | 30 | Always rehearse the draw |
| 17:30 | Check-in desks ready, walk-in music | 30 | |
| 18:00 | Doors, check-in, welcome photos | 30 | Best window for photo and interactive warm-up |
| 18:30 | Opening: host plus executive welcome | 15 | Budget 10 minutes for a 5-minute speech |
| 18:45 | Dinner service begins | 30 | No attention-heavy content in the first 30 minutes |
| 19:15 | Draw round 1 (5–8 minor prizes) | 12 | Pulls attention back to the stage |
| 19:30 | Year in review video | 6 | Keep under 6 minutes |
| 19:40 | Team performance 1 | 10 | |
| 19:55 | All-room game (quiz / bingo) | 20 | Everyone plays; the mid-show peak |
| 20:20 | Draw round 2 (3–5 mid prizes) | 12 | |
| 20:35 | Team performance 2 | 10 | |
| 20:50 | Long-service and annual awards | 12 | |
| 21:05 | Draw round 3 (1–3 grand prizes) | 18 | Finale — open one at a time, slowly |
| 21:25 | Group photo | 10 | Announce the spot 10 minutes ahead |
| 21:40 | Closing remarks, play-out music | 10 | |
| 21:50 | Guests leave, crew strike | 30 |
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.
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