Event Documentation: Everything You Need to Stay Organised
The below documents are essential documents for any event, providing a step-by-step guides to ensure everything runs smoothly.
Key Event Documentation:
Run Sheet The run sheet is a table where you list all the tasks that need to be completed, in chronological order, with the person responsible for each task. It’s important to start creating your run sheet early, so you can add tasks as your planning progresses.
Risk Assessment A risk assessment is required for every event to identify potential hazards and outline the steps to minimise risk. This is essential for ensuring the safety of everyone involved in your event.
Program Schedule A program schedule outlines the timing of your event, including all activities, performances, or speeches. This ensures your event flows smoothly and helps keep everyone on schedule.
Site Map A site map shows the layout of your event, including where different activities will take place, locations of facilities, and accessibility considerations. It helps with event setup and provides clear guidance for staff and contractors.
Traffic Management Plan If your event involves significant crowds or road closures, a traffic management plan is essential. This document outlines how traffic will be directed, including pedestrian routes, vehicle access, and any closures or diversions needed to ensure safety.
Budget A detailed budget helps you track all event-related costs, including supplies, equipment, personnel, and unexpected expenses. This is vital for managing finances and keeping your event within budget.
Event Info Pack for External Contractors For any external contractors you’re hiring (e.g. caterers, AV technicians, performers), an event information pack provides them with all the details they need. This includes event logistics, timings, access details, and other key information to ensure they’re prepared and can deliver their services smoothly.
Don’t Worry About Starting from Scratch!
We have a standard templates to help you get started. It’s filled with example details to guide you, but you’ll need to fill it in with information specific to your event.
Having all the right documentation in place will help ensure your event runs smoothly and everyone is on the same page. If you’re unsure about anything or need assistance with any of these documents, don’t hesitate to reach out—we’re here to help!