DEVENT planning resources
How to Create an Event Run Sheet and Supplier Handover
A run sheet is a shared working document for the people delivering the event. It should make the next handover obvious, particularly when several suppliers arrive at different times.
Collect the immovable times
Record venue access, ceremony or program start, food service, the end of music, guest departure and the final collection deadline. Ask the venue and each supplier to confirm their own access and service window; a guest finish time does not automatically include pack-down.
Give each line an owner
For every major activity write the time, location, task, lead person and dependency. “5:30 pm: venue team opens dining room after photographer confirms room photographs are complete” is more useful than “reception preparation”. Give the lead and their backup a way to contact each other.
Plan changes of location
If a ceremony and reception use separate sites, check travel for guests, the hosts and suppliers independently. Include pickup points, accessible routes, parking, loading and a buffer for the move. Confirm which supplier packs equipment and whether the second site allows early access.
Cover setup and collection
Ask the florist, hire company, caterer and entertainment when they need to arrive, whether a loading dock or lift is available and who accepts deliveries. At the end, assign collection of hired items, personal belongings and waste; record what happens if an item cannot be collected that night.
Prepare for a supplier problem
Keep a current contact number and the agreed scope for each supplier with the coordinator. If someone becomes unavailable, contact them first, tell the venue what has changed and check the agreement before engaging a replacement. Do not promise guests a replacement until it is confirmed.
Worked example · illustrative details
A simple handover
At an illustrative reception, the venue confirms 4:30 pm access, the florist finishes the room at 5:15, and the photographer has ten minutes for room photos. At 5:30 the coordinator tells the venue to open the doors. Each time is agreed with the people involved.
Your next steps
- Collect confirmed access, service and finish times.
- Add a lead, location and dependency for every important activity.
- Review the draft with the venue and suppliers.
- Issue the dated final version and nominate a backup contact.
Common questions
Who receives the full run sheet?
Give the operational version to the coordinator, venue and relevant suppliers. Guests usually need a shorter schedule without private phone numbers or dietary details.
What if the schedule changes on the day?
The nominated lead should agree the change with affected suppliers, update the relevant people and check whether it affects food service or the venue finish.
Useful next steps
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