Planner Checklist

Run of Show/ Time

  • A Run of Show is a document or table that shows a list of key times when major parts of your event occur. It looks like an agenda, but offers additional detail to event staff and volunteers. It is a valuable tool that guides your event and reduces event issues.
  • When is the earliest that event staff will need to start preparing?
  • What is the earliest time that you or your vendors would need to use the space? (Unlock time)
  • When will your presenters/ speakers arrive? Who will greet them and escort them around campus? Where will they wait?
  • When do event staff and volunteers need to arrive?
  • Are there multiple spaces (ie breakout rooms or panels)?
    • A Run of Show should include all the different spaces.
    • What resources are needed in each space? Resources and people can usually only be assigned to one location at a time.
    • Did you include adequate transition time for speakers, staff, and the audience to move between spaces?
  • When does AV need to be ready for a mic check? Who needs to attend the mic check?
    • Consider:
      • AV Staff
      • Speakers/ Presenters (especially if using a lavalier mic or slides)
      • Event Planning staff, if they need to make adjustments
  • When do doors open to the audience?
  • When would your first presentation begin?
  • When would your last presentation end?
  • When will any meals occur?
  • When will any setup/ breakdown occur?
  • When do transitions need to happen?
  • What is the latest time that you or your vendors would need to use the space? (Lock Time)
  • Are there any accessibility needs and/or accommodations reserved in advance? Does the event/venue staff know about this? If there is an interpreter or other vendor arriving is there a designated set-up location and person to greet them? Information on Best Practices for accessibility for events can be found at the Accessibility at Georgetown website and the Language Access and Diversity webpage.

Equipment Requests

  • AV
    • Microphone
    • Projector and screen
    • Amplified Sound
  • Consider the equipment needs in these areas:
    • On stage – Do you need a podium, speaker armchairs, a speaker table, a piano?
    • Sign-In- Do you need a sign-in table? How many seats will you need? Will you need a bag check table for GUPD?
    • Audience – What setup do you need for the a
  • Chairs
  • Tables and table cloths
  • Tents
  • Stage equipment
  • Piano and piano tuning
  • Miscellaneous supplies (easels, trash boxes, water barrels, coat racks, flags, hand trucks, music stands, stanchions, etc.)
  • Provided specific set-up notes

Space features

  • Handicap lift
  • Pantry use
  • Podium
  • Projector screen
  • N/A

Personnel

  • Provided list of external vendors
  • Coordinated load in and load out times
  • N/A
  • Submitted request for officers to staff event
  • N/A

Rain site

  • Booked a rain site, if outdoor space
  • N/A

Admission Charge
Specified:

  • Cost of admission
  • Purpose of admission
  • N/A

Speaker
Provided:

  • Name of speaker
  • Speaker affiliation
  • Speaker bio
  • N/A

Caterer
Provided:

  • Name of caterer
  • Caterer liability insurance
  • N/A

Alcohol
Provided:

  • Alcohol distribution plan (i.e. procedure for checking ID’s)
  • Licenses and certification
  • N/A

Press
Provided:

  • Names of media outlets invited
  • N/A

Parking

  • Made parking arrangements
  • N/A

Confirmation

  • Reviewed my confirmation