Meeting Agenda Sheet
Circulate an agenda that keeps a meeting to time, by putting a named lead and a number of minutes against every item before anyone sits down.
OC-02 1 page
Clubs and teams · CB-11
Event Run Sheet
A free printable event run sheet — the running order minute by minute with a name against every item, plus a before-doors checklist.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Get the day out of one person's head and onto a page everybody can read, so the event does not stall when the organiser is dealing with something else.
Who it is for
Clubs, schools, churches, committees, small venues and anybody running an event with volunteers.
How to use it
- Write a name against every line. An item with no name attached does not happen.
- Print enough copies for everyone with a job, not just for yourself.
- Agree the weather contingency before the day and write it on the sheet.
- Keep the marked-up copy afterwards — it is next year's first draft.
What is on the sheet
One page, top to bottom:
Printed under the title: The running order of the day, minute by minute, with a name against every item — the sheet the person holding the clipboard actually works from.
Print it, hand it out. An event plan that lives in one person's head fails the moment that person is dealing with something else. This sheet exists to be photocopied and handed out, so that everybody can see what happens next and who is doing it.
Write-on lines: Event · Date · Venue · Event lead and phone · Doors or gates open · Event starts · Event ends · Site clear by · Emergency contact on site
Running order
Table, 5 rows: Time · What happens · Where · Who is responsible · Kit or cue needed · Done
Before doors open
- Room or ground set out
- Sound and microphones tested
- Signage and parking marshalled
- Float counted and till ready
- First aid cover present and briefed
- Fire exits clear and known
- Volunteers briefed and know their slot
- Contingency for weather agreed
Write-on lines: Debrief notes go to · Next event
Questions
How detailed should the running order be?
Detailed enough that somebody who was not at the planning meeting could pick up the sheet and know what happens next. That is the test, and most run sheets fail it by being written as reminders for the person who wrote them.
Related sheets
Duty Rota Sheet
Publish a volunteer rota far enough ahead that people can swap, with the swap recorded on the sheet.
CB-09 1 page
Risk Assessment Form
Record a risk assessment you have carried out yourself, in a layout that captures the part people forget: who is doing the further action, by when, and when it gets reviewed.
IN-02 2 pages
Also in the resources library
The same subject, with a version you can fill in on screen.
Bonfire Night Party Planner
The evening's running order, from arrivals to clearing up.
XG-910 Planner PDF Online
Caravan Rally and Meet Planner
The venue, dates and who to contact on the field.
BT-841 Planner PDF Excel Online
Community Event Plan
What the event is for and who it is for, written where everyone can read it.
EV-280 Planner PDF Excel Online
Event Setup and Pack-Down Checklist
What must be in place before the first person walks in.
EV-279 Checklist PDF Online
