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)

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