Begin using the comprehensive run sheet template as soon as you can. This will give you an idea of what to include in the run sheet for the event itself and it will act as a prompt for what you need to book in for your event. Use the run sheet to outline as much relevant information as possible for the event. The run sheet should be distributed to the individuals who have a role in the event, including any colleagues or volunteers assisting at the event, the host or relevant executives, suppliers such as the venue and caterers, facilities management, and security. This should be approved by a manager and distributed a minimum of two weeks prior to the event date.
The order of proceedings outlines the timeline for your event, the order of the program and the roles of key individuals. Please note that all run sheets should contain an order of proceedings. If you aren’t sure of the difference between a run sheet and an order of proceedings, please contact a member of the events team. You will find an example on the run sheet template.
Careful consideration should be given to the duration of speeches. As a rule, a general welcome should be two to three minutes and a guest speaker’s address should be 10 to 15 minutes, depending on the type/duration of the event. This should be negotiated with the speaker prior to the event. For stand-up cocktail events, try to keep the formalities to a minimum. It is handy to have a short briefing with the speaker upon their arrival at the event. This is an opportunity to ensure they are comfortable with the order of proceedings and will reassure you that the proceedings will run smoothly.
The order of proceedings for ACU hosted events must include the following: