A gathering run sheet
A run sheet needs more than an activity list. Allocate time for setup, arrivals, food handoff and cleanup, and give each part an owner. Note dependencies so the group can see what must be ready before an activity starts.
How to use it
- Adjust the example to your booked access and departure times.
- Assign an owner to each part and share the final version with the people carrying it out.
Worked example
These example entries are editable. Replace them with the confirmed details for your event.
| Relative time | Task | Owner | Materials/dependency | Fallback |
|---|---|---|---|---|
| 30 minutes before arrival | Confirm handoff and arrival message | Host-confirmed access time | ||
| Minutes 0–15 | Arrivals, supplies and equipment check | Equipment checklist | ||
| Minutes 15–30 | Opening activity | Facilitator has read the rules | ||
| Minutes 30–60 | Food and conversation | Delivery handoff confirmed | ||
| Minutes 60–100 | Main activity | Materials ready | ||
| Minutes 100–120 | Photos, cleanup and handover | Restore the space under the host's rules |
Open the CSV in Excel, Numbers or Google Sheets. Save a copy before editing.
Use relative timings before fixing the clock
Start with minutes relative to arrival, then convert them to clock times after the booking is confirmed. Include preparation and handover within the time you actually have.
Make handoffs and fallbacks visible
Record useful contingencies: who checks a late delivery, or which activity can start if another finishes early. Keep the sheet focused on arrangements the organiser can actually use.
Continue planning
- Check venue equipment on arrival
Check agreed equipment and record issues before the activity begins.
- A cleanup and handover sheet
Assign cleanup tasks and check equipment and venue handover before leaving.
- A cooperative drawing challenge
Use simple descriptions and shared drawing to build one picture, with original prompt cards.