DEVENT — Event planning by Dprime

DEVENT planning resources

Speaker Run Sheet and AV Handover Checklist

Speakers and technical staff need the same version of the program and a clear contact. A short handover prevents avoidable confusion when a file, presenter or session time changes.

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Confirm each session

Record the title, speaker, introduction, start and finish, audience and room. Check name pronunciation, any panel participants and whether questions will be taken during or after the presentation.

Collect technical requirements

Ask about slide format, video sound, microphones, internet, presentation controls and any captioning or interpretation arrangement. Confirm who supplies equipment and staff rather than assuming the venue includes everything.

Plan arrival and testing

Tell speakers when and where to arrive, whom to contact and when a sound or file check can happen. Agree how updated slides will be delivered and label the final version clearly.

Design accessible participation

Check the route to the presentation area, microphone use, screen visibility and any support requested by speakers or attendees. Confirm the actual arrangement with the venue and relevant people.

Agree the backup plan

Name the person who can adjust the schedule if a speaker is delayed or a file fails. Keep a safe, accessible copy of approved materials and explain how the MC and technical team will receive changes.

Worked example · illustrative details

A three-speaker seminar

The organiser shares a timed program with speakers and the AV technician, checks microphone and captioning arrangements, and collects approved slide files. A named coordinator decides how to proceed if a presenter is delayed.

Your next steps

  1. Confirm session details and pronunciation.
  2. Collect AV and access requirements.
  3. Schedule arrival and a technical check.
  4. Share the final run sheet and backup contact.

Common questions

Who should advance the slides?

Agree this with each speaker and the technician, then put it in the handover.

Is a backup plan necessary for a short talk?

A simple contact and alternative for a missing file or presenter can still be useful.

Useful next steps

Keep the next step connected

Event planning tasks and timelineKeep event preparation tasks and the event-day schedule connected in one organiser workspace.Guest invitations, reminders and event updatesShare private guest invitations manually or review paid automatic email, SMS and WhatsApp sending in one Communication workspace.

Continue planning

Choosing an RSVP DeadlineChoose a reply deadline that leaves time to reconcile guests before supplier and seating commitments.RSVP Reminder WordingUse clear, considerate reminder messages that include the response deadline and the correct private link.Event Guest Check-inPrepare guest arrivals with the event time zone, start time and organiser-controlled self-check-in settings.Measuring a Venue for a Floor PlanGather the room, table and fixed-feature measurements needed for a useful event layout.

Explore DEVENT before choosing your plan

Try sample tools and review current access, plan availability and automatic communication requirements.

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